Quick spec
Event project managers are responsible for the successful planning and execution of events such as conventions, trade shows, and meetings. They work closely with clients to determine their needs and objectives, and then develop a plan to ensure that the event meets these goals.
What We Do
- Responsibility for directing the delivery of a portfolio of client projects, including large scale and high budget. Taking on or overseeing others in briefing internal departments, delegating supplier liaison, content development, technical and logistical
- Oversee financial management of your projects in the Operations department, being responsible for job profitability and maximising margin in line with agreed margin targets
- Maintaining high quality control of execution in every event/project produced to ensure client satisfaction exceeds targets as set by business
- Working with Director of Operations and Operations Manager to ensure effective allocation of resources within the team, so that clients are best serviced
- Line Management of Senior Event Project Managers / Lead Event Producers / Event Producers/ Project Executives / Interns on a per project basis
- Leading a team to provide the utmost level of delivery
- Weekly status updates to the company’s Director of Operations
- Work in collaboration with the Client Success team to understand and deliver events on time, on theme, on brand and on budget
- Work closely with the Client Success Team to ensure the client’s needs and expectations are met. Relay client comments and concerns to the Client Success Team
- Fully understand client briefs and requirements
- Develop strong client relationships within the client base through the delivery of events
- Event comms as required, including copy writing and writing of clear, concise design briefs for graphic design team
- Take part in concept meetings to develop event design with the Creative team and the Client Success Team as required
- Able to create decks and presentations within agency’s brand guidelines and client brand guidelines
- Able to create and follow event themes
- Produce detailed operational proposals for events (including CPAs and DALs, resource planning, venues, suppliers, staffing and budgets)
- Prioritising your own time to deliver deadlines for clients and managers
- Ensure statutory obligations are met on each project including all legal requirements, health and safety, insurance cover and permits & licences
- Coordinate suppliers, handle client queries as they relate to the event and troubleshoot on the day of the event to ensure that all runs smoothly and to budget
- Ability to manage several projects at once, both independently and as part of a team, in both leading and supporting roles
- Delegate to junior team members on a per project basis
- Communicate and collaborate with internal cross-functional teams and stakeholders, as well as external suppliers, to drive alignment and execution of event deliverables
- Create clear and concise design, video and motion graphic briefs
- Create production timelines for your projects and ensure that teams are keeping to schedule
- Work within the agency process, methodology and systems to drive efficiency and effectiveness
- Manage a team of event staff, giving full briefings
- Administrate and manage files effectively
- Maintain project timeline trackers and other project management tools
- Maintain client communications tools
- Provide leadership and support to junior team members, and work in a manner which fosters good internal working relationships and positive company culture
- Support other team members where necessary
- Monitor the number of hours logged against a project including your own and juniors working below you, and reconcile hours spent vs hours billed to client with the CFO
- Be accountable for ensuring that the management team are regularly updated on progress of client projects
- Provide leadership, training and support to junior team members, and work in a manner which fosters good internal working relationships and positive company culture
- Delegate responsibly within projects and ensure all team members are benefiting from your time, and exposure to different project elements to increase their skill set
- Programme Management of projects within your portfolio, as appropriate
- Strategic planning, as appropriate
- Regular communications with project teams
What You Must Have
- X years’ experience in an event management role
- X years’ experience working in an agency
- Third-level qualification is essential. Focus areas include Event Management, Tourism and Hospitality, Marketing, Communications or similar
- Demonstrated experience working on corporate events, conferences and/or brand events is essential
- Fluent English with outstanding written and verbal communication skills