Conference Manager

JR United Kingdom; Crawley; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in event management is seeking an experienced Conference Manager to plan and execute a major academic conference in Central London. The role involves managing logistics, coordinating with various stakeholders, and ensuring a smooth execution of the event for over 200 attendees.

Qualifications

• Experience managing large-scale academic conferences.
• Proficient in drafting official communications and documentation.
• Ability to handle sensitive information discreetly.

Responsibilities

• Oversee planning and delivery of the conference to high standards.
• Coordinate with speakers, manage registration, and supervise teams.
• Track conference-related finances and liaise with finance teams.

Skills

Organisational skills

Communication

Logistics Management

Financial Tracking

Event Coordination

Technical Coordination

Education

Experience in academic events management

Job description

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Conference Manager, crawley, west sussex

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Client:

MLC Partners

Location:

crawley, west sussex, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Views:

2

Posted:

06.06.2025

Expiry Date:

21.07.2025

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Job Description:

We are seeking an experienced and highly organised Conference Manager to lead the planning and delivery of a major international academic conference hosted by our client in Central London. The successful candidate will oversee all aspects of the conference, expected to welcome over 200 attendees, including speaker coordination, technical and AV logistics, registration management, and team supervision.

This is an exciting opportunity for a dynamic professional with a strong background in academic events, capable of managing complex logistics and delivering a high-profile event to the highest standards.

Conference Management

• Maintain and organise all documentation and files related to the conference.
• Schedule, coordinate, and minute both in-person and online meetings related to conference planning.
• Lead and manage the attendee registration process, ensuring secure and accurate maintenance of delegate data.
• Support the submission, review, and communication processes for academic abstracts.
• Collaborate closely with the Conference Chairs on the development and finalisation of the conference programme.
• Coordinate accommodation arrangements for conference attendees.
• Arrange travel and accommodation for staff requiring assistance, in line with university financial, safety, and sustainability policies.
• Conduct research into potential destinations and venue options, as needed.

Communication

• Serve as the primary point of contact for all conference-related enquiries, responding directly or escalating appropriately.
• Draft and proofread official conference communications, ensuring clarity and consistency of tone.
• Liaise with the university’s events team, suppliers, and contractors to ensure timely and accurate information flow.
• Manage and regularly update the conference website with relevant content and logistical information.

Event Coordination

• Oversee all logistical aspects of the conference, liaising with internal and external venue and events teams.
• Assist with travel and coordination for excursions and technical visits as part of the conference programme.
• Lead the preparation and on-site setup of exhibitor booths, including materials and logistics.
• Produce and distribute essential event documentation (e.g., attendee lists, access/security information, dietary requirements).
• Attend the conference and related events, providing on-the-ground coordination and ensuring smooth execution.
• Ensure all AV equipment and technical requirements are arranged and functioning correctly at university-hosted events.

Finance

• Track and monitor conference-related income and expenditure, providing regular financial updates to the Conference Chairs.
• Liaise with the Research and Finance team to manage purchase orders and respond to supplier invoicing queries.
• Process travel reimbursements and expenses for keynote and plenary speakers.

Other Responsibilities

• Handle sensitive and confidential information with discretion and professionalism.
• Participate in training or development activities as required.
• Undertake additional duties appropriate to the grade and nature of the role, as directed by the line manager.
• Be available for increased working hours or overtime in the lead-up to the event to meet critical deadlines.

To apply please send through your CV either via LinkedIn or directly to [emailprotected] .