LONDON CHAMBER OF COMMERCE AND INDUSTRY (LCCI) JOB DESCRIPTION

Transcription

1 Job title: Event Manager Reporting to: Head of Events Team: Events Contract: Permanent Hours: 35 hours per week LONDON CHAMBER OF COMMERCE AND INDUSTRY (LCCI) JOB DESCRIPTION Background to London Chamber of Commerce and Industry The London Chamber of Commerce and Industry is a membership organisation made up of 2,300 companies of all sizes and sectors, in every borough in London. LCCI has a number of forms of membership - Patron, Premier Plus, Local and International. LCCI runs a programme of approximately 200 events each year which enable members to make business connections and raise their profile, to share knowledge and expertise, to enhance their business skills, to offer corporate hospitality to their clients and to influence the business agenda. A number of these events are also open to members guests, and to non-members. The LCCI Events team currently runs approximately 130 b2b networking events each year including receptions, training courses, briefings, seminars, breakfasts, and dinners. The Events team provide Event Management System support to the International Business team, and is also responsible for delivering the Policy and Public Affairs team's events as well as events for the LCCI Patron team. The Events team plays an important part in LCCI s key objectives - to grow membership by helping recruit and retain members and to increase the profile and external influence of LCCI. The Events team currently comprises of seven staff the Head of Events, one Senior Event Manager, two Event Manager s, one Event Executive, one Event Co-ordinator and one Junior Event-ordinator. Purpose of the Role The Event Manager is responsible for delivering a range of member events for the Events team that include breakfasts, lunches, seminars, receptions, dinners and sporting days; originating the event concept, designing and implementing promotional activities; monitoring financial performance; sourcing venues, speakers and suppliers and running the event on the day. The Event Manager is also responsible delivering the Policy and Public Affairs team's events, as well as providing logistical and administrative support to the events run by the LCCI Patron team.

2 Key responsibilities Event Management Events Team Deliver the events programme as agreed with the Head of Events on time and to budget Generate ideas for new events and where appropriate develop and implement concept through to completion Develop and implement marketing plans (including writing copy, use of social media, team and bespoke eshots, print and mail dates and the target audience for each event) in liaison with the Head of Events and Marketing Manager, report on progress and devise and implement diversions where necessary Compile estimated and actual event budgets, monitor performance and liaise with Head of Events over diversions Identify, invite (where appropriate), and liaise with speakers Source venues, caterers and all third party suppliers and act as the principal contact Work with the Sponsorship & Promotions Manager to develop sponsorship proposals Deliver sponsorship agreements Lead staff team at events by planning and chairing pre and post event briefing sessions Provide updates for team meetings and act as the principal point of contact at events Maintain up to date and accurate event files for reference by the Events team Assist team with the production of guest lists, badges, joining instructions and all other event administration Carry out administrative tasks such as mail merges, fulfilment of mailings, updating pages on the web site and intranet and data-entry Attend Special Interest Group meetings progressing event ideas and reporting on progress (where appropriate) Maintain and update the events pages on website (where appropriate) and write event reports for London Business Matters magazine (where appropriate) Play an active part in all other events run by the team and assist with on site preparations Observe the quality standards for the delivery of events and contribute to their continuous improvement Event Management - Policy Events including President led events Taking a brief (event by event) from the Head of Public Affairs team on agreed guest speakers/panels/themes, organise and deliver a series of Policy related events, some taking place outside standard working hours. Amongst others these include Policy breakfasts, Thought Leadership Panels, Quarterly Economic Survey related events, Policy Report Launches and Receptions with the events ranging in size from ten to 250 people. As part of the brief from the Head of Public Affairs team compile estimated and actual event budgets, monitor performance and liaise with Head of Events and the Head of Public Affairs team on diversions

3 Source venues and handle all day to day liaison and venue and third party supplier logistics for all Policy events Provide registration, with support from the Policy team, for all Policy events and act as the main troubleshooter on the day of each event Deliver sponsorship/partnership agreements relating to events if/where applicable Liaise with sponsors/event hosts and co-ordinate their guest names, text for communications and guest lists if/where appropriate Compile speaker and table guest biographical details and photographs for inclusion in briefing materials as required by Head of Public Affairs team Chase up outstanding invitations to speakers / VIP guests as required by Head of Public Affairs team Book transport for events as agreed with Head of Public Affairs team Assist Events team with the production of guest lists, badges, joining instructions (Policy events only) and all other event administration Maintain up to date and accurate event files for reference by the Policy team Market the Policy events through the LCCI website and broadcast communications and carry out mail merges Arrange proof reading of all printed materials and broadcast s relating to Policy events Liaise with the Marketing team re communication distribution dates for Policy events Note: the Head of Public Affairs Team is responsible for initiating Policy events, identifying the target audience in association with relevant colleagues, generating themes, providing policy content, inviting speakers and as appropriate providing marketing copy for use in event promotion, i.e. eshots, web content, flyers, mail merges etc. Event Management - Patron Events including President led events Taking a brief (event by event) from the Patron team organise selected Patron Lunches/Dinners /Receptions ranging from 20 to 150 guests (most likely taking place outside standard working hours) As part of the brief from the Patron team compile estimated and actual event budgets, monitor performance and liaise with the Head of Events on diversions Source venues and handle all day to day liaison and venue and third party supplier logistics for all Patron events Identify, invite (where appropriate), and liaise with speakers Provide registration for all Patron Events and act as the main trouble-shooter on the day of each event Deliver sponsorship/partnership agreements relating to events if/where applicable Liaise with sponsors/event hosts and co-ordinate their guest names, text for communications and guest lists if/where appropriate

4 Compile speaker and table guest biographical details and photographs for inclusion in briefing materials as required by the Patron team Book transport for events as agreed the Patron team Assist Events team with the production of guest lists, badges and all other event administration Arrange proof reading of all printed materials relating to Patron events Maintain up to date and accurate event files for reference by the Patron team Note: Events and Patron team work together on identifying suitable speakers and the programme for the year ahead. Patron team Relationship Managers are responsible for inviting, securing and liaising with event guests Other responsibilities Handle complaints effectively in accordance to LCCI policy, escalating where appropriate, recognising recurring complaints and making suggestions to reduce future complaints Identify potential members and sponsors of LCCI events and pass leads on Deliver first-class member support and customer service to all LCCI members and customers through contact by phone, , mail and in person, ensuring communication with members is at all times accurate, appropriate and professional General Chamber Responsibilities Keep up to date with all LCCI activities, services and initiatives Deliver first-class customer service and support to all customers Play an active part in team meetings, staff meetings and other internal communications Present an efficient professional and positive image of the LCCI Observe LCCI s employee standards and contribute to their continuous improvement Observe LCCI s customer values and contribute to their continuous improvement Take appropriate action whether on own initiative or as requested by the Head of Events to help colleagues with their duties or to help LCCI and give good service to customers Skills and Aptitudes Essential Educated to degree level or equivalent Strong track record of developing and delivering business focussed events from conception to completion Managing and delivery of budgets Solid marketing and database skills Strong interpersonal and communication skills

5 Track record of meeting and exceeding goals Ability to build strong working relationships Strong networking skills Strong negotiation skills (tact and diplomacy) Customer focussed Solid administrative skills and highly organised Ability to multi- task Acute attention to detail Strong written and verbal communication skills Excellent telephone manner Strong time management and prioritisation with perspective Ability to make strong business focussed decisions (rationality/realism) Ability to work well within a team as well on own initiative Drive and pro-activity Creativity and Innovation Working unsociable hours Proficient with Microsoft Office Desirable Good understanding of London and its business community Understanding of the Chamber environment and movement Experience of website management and online services September 2018