Conference Coordinator

Freelancingforgood; United Kingdom; Hybrid; GBP 60,000 - 80,000; Part time

Job summary

A conference organizing nonprofit is seeking a Conference Coordinator to manage logistics and operations for the Vegan and Animal Rights Conference. This role requires strong organizational skills, proven conference coordination experience, and the ability to manage suppliers. The position is remote but requires in-person work in Manchester before the event. Salary is £13.50 per hour with the flexibility of working 3 days a week.

Qualifications

• Proven experience coordinating conferences, events, or large-scale projects.
• Strong organisational and project-management skills.
• Confidence managing suppliers, logistics, and budgets.

Responsibilities

• Lead on coordination with venue, catering, AV, and suppliers.
• Manage travel grants and oversee production of conference materials.
• Ensure accessibility and dietary requirements are fully met.

Skills

Conference coordination

Organisational skills

Project management

Communication skills

Problem-solving

Tools

CRM

Ticketing platforms

Spreadsheets

Job description

The Vegan and Animal Rights Conference (VARC) is looking for a Conference Coordinator.

Overview:

• Freelance contract: 3 days a week (24 – 30 hours per week)
• Language: English
• Location: Remote in the UK; must be available to work full-time and in-person in Manchester for 1–2 weeks immediately before VARC 2026
• Salary: £13.50 per hour
• Applications closing: until filled

Job Description

The Vegan and Animal Rights Conference (VARC) is the home of the UK animal advocacy movement. Our annual gathering brings together hundreds of campaigners, organisations, researchers, and funders to strengthen the fight for animal liberation.

Following two successful conferences, VARC 2026 will expand to three days and launch two brand-new programmes — Movement Builders Day and the Leaders Day Series — designed to supercharge collaboration, leadership, and strategy across the UK movement.

We are seeking a Conference Coordinator to lead on the operational delivery of VARC. You’ll oversee logistics, registration, and day-to-day operations, ensuring everything runs seamlessly for our 450+ attendees, partners, and speakers.

This role will be at the heart of our delivery team, working closely with the Executive Director and Programme Lead to make sure our flagship conference — and our new programmes — are delivered to the highest standard.

Please note: The successful candidate must be available to work full-time and in-person in Manchester for 1–2 weeks immediately before VARC 2026. Travel and accommodation costs will be covered if required.

Responsibilities

Conference Logistics & Operations

• Lead on coordination with venue, catering, AV, and suppliers.
• Manage travel grants.
• Oversee production of conference materials (badges, signage, schedules, etc.).
• Plan and deliver on-site operations, including volunteer coordination and room set-up.
• Maintain clear timelines and schedules to ensure everything is delivered on time.
• Manage conference exhibitors and ensure smooth set-up, support, and breakdown.

Registration & Delegate Experience

• Manage our delegate registration system (Whova/Stripe).
• Track ticket sales and produce regular reports.
• Respond to attendee queries with clarity and care.
• Ensure accessibility and dietary requirements are fully met.

Exhibitor & Sponsor Support

• Coordinate exhibitor bookings, contracts, and logistics.
• Manage sponsor deliverables (branding, benefits, hospitality).
• Act as point of contact for exhibitors and sponsors pre-event and on-site.

On-Site Operations

• Coordinate volunteers, temporary staff, or stewards.
• Manage registration desks and check-in processes.
• Troubleshoot issues and keep the event running smoothly.
• Act as liaison between venue, suppliers, and organisers.

Operations & Administration

• Maintain accurate filing and record systems.
• Support sponsorship admin, invoicing, and expense tracking.
• Draft and maintain operational procedures, policies, and briefing documents.
• Ensure compliance with GDPR and organisational policies.

Programme & Speaker Support

• Assist with scheduling and session logistics.
• Support speaker communications and manage AV/presentation requirements.
• Ensure programme timings run to schedule on the day.

Role Requirements

We’re looking for:

• Proven experience coordinating conferences, events, or large-scale projects.
• Strong organisational and project-management skills.
• Confidence managing suppliers, logistics, and budgets.
• Excellent communication skills, both written and verbal.
• Digital confidence (CRM, ticketing platforms, spreadsheets).
• Calm under pressure and proactive in problem-solving.

How to apply?

To apply for this role, please fill in the application form.

Tagged as: Animal Welfare