Conference & Logistics Executive

Closerstill Media; Dorking; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading events company in the UK is seeking a Conference & Logistics Executive to oversee logistics for conferences and live stages. The role requires excellent communication skills, strong organisational abilities, and the capacity to work under pressure. Responsibilities include managing AV and catering, coordinating workshops, and supervising onsite operations. Exceptional attention to detail and experience with budget management are essential. This role may require travel to events in the UK and abroad.

Qualifications

• Must demonstrate strong initiative and excellent time management.
• Exceptional communication skills to work with teams at all levels.
• Ability to work independently and collaboratively under pressure.

Responsibilities

• Act as central link between teams for event logistics.
• Oversee AV and catering for events.
• Manage budget trackers and capture costs accurately.
• Coordinate logistical elements like workshops and networking events.
• Supervise setup and operation of conference spaces onsite.

Skills

Excellent communication and interpersonal skills

Strong organisational capabilities

Exceptional time management skills

High attention to detail

Microsoft Office proficiency

Customer service orientation

Understanding of technical floorplans

Job description

WHO WE ARE:

CloserStill Media run over 70 market leading business exhibitions in the learning, healthcare, technology, and veterinary sectors, with events in the UK, Europe, USA and Asia.

Our portfolio includes some of the fastest growing, and often award-winning events including the London Vet Show, Cloud Expo Europe, Data Centre World, The Pharmacy Show, Learning Technologies, DevLearn and The Dentistry Show.

We are the envy of the events sector with over 50 major industry awards including The Sunday Times Top 100 Best Companies to work for three years in a row in 2018, 2019 and 2020!

We have exciting growth plans over the next two to three years and are looking for ambitious and motivated people to join our award‑winning teams.

WHO WE ARE LOOKING FOR:

The Conference & Logistics Executive is a highly organised, methodical, and self‑motivated individual who thrives in a fast‑paced, high‑pressure environment. This person must demonstrate strong initiative, excellent time management, and the ability to prioritise multiple tasks under tight deadlines. Exceptional communication skills and the ability to work effectively with people at all levels are essential.

THE ROLE:

The Conference & Logistics Executive acts as the central link between Show Directors, Marketing teams, Operations teams, suppliers, and speakers to ensure the smooth delivery of all conferences and live stages.

This role oversees the logistical, audio‑visual (AV), and catering elements of UKi’s events — ensuring every aspect of the delegate, speaker, and sponsor experience meets operational and creative standards, from pre‑show planning through onsite management to post‑event debrief.

ABOUT YOU:

• Liaise with event teams to confirm theatre capacities, layouts, and AV requirements.
• Provide detailed AV briefs to suppliers and ensure quotations are accurate and aligned with requirements.
• Oversee the design and operational layout of conference spaces, ensuring functionality and audience flow.
• Collaborate with AV suppliers, venues, and internal teams on stage and set design, balancing creativity and practicality.
• Manage and update budget trackers, accurately capturing all AV and catering costs.
• Coordinate logistical elements for workshops, short courses, awards, and networking events.
• Manage sponsor deliverables linked to conference and catering areas.
• Supervise the build, setup, and operation of all conference, AV, and catering spaces onsite.
• Brief and manage theatre managers, speaker lounge staff, and technical teams onsite.
• Liaise with venues on lighting and other technical plans.
• Produce and distribute theatre manager and chair briefs.
• Assist in compiling staff schedules, ensuring appropriate staffing levels across all areas.
• Support post‑event processes, including debriefs and invoice reconciliation.
• Undertake any other duties as reasonably requested by the line manager.

Skills and Attributes

• Excellent communication and interpersonal skills (written and verbal).
• Strong organisational and administrative capabilities.
• Exceptional time management and prioritisation skills.
• High attention to detail and accuracy.
• Ability to multitask and work independently as well as collaboratively.
• Calm and professional under pressure.
• Strong IT literacy, particularly in Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Sound numeracy and budget management skills.
• Excellent customer service orientation.
• Understanding of technical floorplans (desirable).
• Flexibility to travel and attend onsite exhibitions in the UK and abroad (typically up to 3 days at a time).

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.

We are committed to ensuring an inclusive and accessible recruitment process. If you require any reasonable adjustments at any stage, please contact our HR team at [e-mail].