Conference Manager, Logistics

TN United Kingdom; Greater London; On-site; GBP 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a skilled Event Manager to support their EMEA logistics team in delivering exceptional global conferences. This role involves overseeing conference planning, managing logistics and budgets, and ensuring high-quality client experiences. The ideal candidate will have a strong background in event management, excellent interpersonal skills, and the ability to work under pressure. Join a dynamic team committed to operational excellence and continuous improvement, and make a significant impact in the world of global events.

Qualifications

• 5+ years in event management with proven logistics and budgeting skills.
• Experience managing agency and vendor partnerships effectively.

Responsibilities

• Oversee all aspects of conference planning for flawless delivery.
• Manage logistics, budgets, and stakeholder engagement for conferences.

Skills

Event Management

Logistics

Budgeting

Vendor Management

Project Management

Communication Skills

Interpersonal Skills

Decision-Making

Adaptability

Education

Bachelor’s Degree

Job description

Role Purpose:

To support the EMEA logistics team in the delivery of Gartner’s must-attend global conference portfolio. Responsible for the development, management, and execution of various conference elements related to logistics, including overall conference management and VIP client experiences.

Primary Responsibilities:

1. Oversee all aspects of conference planning to ensure flawless delivery and exceptional attendee experiences across the conference portfolio.
2. Manage operational delivery of logistics for complex in-person conferences and VIP experiences, including project management, financial oversight (forecasting, expenses, reconciliation), staff planning, and stakeholder engagement.
3. Lead effective project management, ensuring team adherence to timelines and templates.
4. Handle venue management, including rooms, meeting facilities, F&B, meeting materials, and A/V production.
5. Manage conference budgets, oversee costs, produce forecasts, and control expenses.
6. Negotiate costs, draft proposals, and manage contracts with suppliers.
7. Coordinate with cross-functional teams to ensure seamless event delivery and strategic alignment.
8. Serve as onsite lead during conferences, managing schedules, staff, and liaising with partners and vendors.
9. Support and build relationships with internal and external conference partners and team members to ensure successful execution.
10. Collaborate with the global conference operations team, sharing best practices and raising operational standards.
11. Continuously evaluate and improve conference experiences based on feedback, producing post-event reports and debriefs.

Expected Results:

1. Achieve operational excellence, delivering conferences on time, within budget, and with high attention to detail.
2. Provide flawless client experiences and high satisfaction levels.
3. Maintain excellent relationships internally and externally.
4. Deliver quick results, multitask effectively, and meet deadlines.
5. Implement new processes to enhance operational efficiency.

Key Contacts:

Internal: Conference Financial & Future Planning, Program Management, Conference Strategy, Business Solutions, Exhibitor Operations, Content, Creative & Branding

External: Third-party suppliers and contractors

Education: Bachelor’s Degree preferred

Professional Experience:

• 5+ years in event management.
• Proven skills in logistics, budgeting, staffing, and vendor management.
• Experience managing agency and vendor partnerships.
• Experience delivering to senior clients.

Key Competencies/Skills:

• Strong interpersonal and relationship-building skills, especially with senior professionals and partners.
• Confident decision-making and executive presence.
• Creative, strategic, detail-oriented thinker.
• Strong financial management skills.
• Motivated team player eager to learn and grow.
• Excellent communication and presentation skills.
• Adaptable, capable of managing change and continuous improvement.
• Ability to work under pressure.
• Willing to travel at least 25% annually, regionally and internationally.