Conference Logistics Coordinator / Executive

Live Recruitment; Greater London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading conference and exhibition organiser in Greater London is seeking a Conference Logistics Coordinator/Executive to ensure seamless execution of events. The role involves liaising with various teams, managing budgets and AV requirements, and serving as main contact for speakers. Candidates should have experience in conference environments and strong client-facing skills. This position offers competitive salaries and strong career progression in a supportive team environment.

Benefits

Competitive salary

Career progression opportunities

Supportive working environment

Qualifications

• Experience in a conference environment managing corporate events.
• Ability to liaise with multiple teams and suppliers effectively.
• Strong organizational and multitasking skills.

Responsibilities

• Liaise with event teams to confirm specifications.
• Maintain operations budgets and track AV costs.
• Act as contact for speakers and manage agreements.
• Oversee AV technical teams during events.

Skills

Client facing communication

Supplier and speaker management

Budget management

Event coordination

Job description

3 DAYS IN OFFICE, 2 DAYS HOME WORKING OFFERED -

Your chance to join a leading conference and exhibition organiser and take your career to the next level!

THE COMPANY

This leading conference and exhibition organiser are renowned for organising and delivering award winning exhibitions and conferences across the globe! With a busy portfolio of events across the year, they operate in a range of markets including healthcare and technology.

Priding themselves on building a strong client base through flawless delivery and first-class service, this highly regarded agency has been recognised on multiple occasions as a leading innovator in their market.

Offering an excellent working environment, strong team ethos, competitive salaries and fantastic career opportunities, this is an opportunity not to be missed!

THE ROLE

Due to their ongoing success, they are now looking for a Conference Logistics Coordinator/ Executive to play a crucial role in ensuring the seamless execution of conferences and events. As the central point of contact between Show Directors, Marketing teams, Operations teams, suppliers, and speakers, you will oversee every detail to guarantee smooth operations.

A broad role, responsibilities will include:

• Liaise with event teams to confirm theatre capacities and specific AV requirements.
• Provide AV suppliers with detailed briefs and negotiate to ensure best prices without compromising quality.
• Maintain operations budgets, including accurate AV cost tracking.
• Manage stage set design and coordinate venue lighting plans.
• Act as the main point of contact for speakers, addressing requests promptly and professionally.
• Execute speaker agreements and manage fees, expenses, and accommodation schedules in line with budgets.
• Collect and manage speaker materials, including photos, biographies, session descriptions, and presentation slides.
• Ensure timely delivery of marketing materials and proofread conference programmes for accuracy.
• Organise logistical requirements for special events outside the exhibition hall.
• Brief and manage theatre and speaker lounge staff onsite.
• Oversee AV technical teams, theatre staff, and speaker lounge operations during events.
• Produce detailed theatre manager and chair briefs.
• Compile and coordinate staff schedules in collaboration with Event Directors and Operations teams.
• Conduct post-event reporting and analysis.

THE CANDIDATE

Candidates must have similar experience gained from working within a conference environment and have a proven background of supporting in corporate events. Candidates must be client facing and would benefit from experience in supplier and speaker management.

In return this business is giving you the opportunity to take your career to the next level, working within an award-winning team, who champion their staff at every opportunity and a have clear, achievable progression plans that allow you to develop you career in a supportive environment.

Live specialises in all disciplines (and at all levels) across events, experiential and exhibitions. If this position isn't quite what you're looking for please visit www.live-recruitment.co.uk to view all of the opportunities we are recruiting.

Vacancy ref: MM16391

As a specialist events recruitment agency we help our clients build the most talented and diverse teams in the UK. We encourage applications from candidates of all backgrounds, embracing diversity across all intersecting dimensions, including ethnicity, gender, sexual orientation, well-being, abilities, and neurodiversity. We are dedicated to ensuring a supportive and accessible recruitment process. If you require any adjustments or accommodations for any reason, please do not hesitate to let us know.