Event Operations Coordinator

IQPC; Greater London; Hybrid; GBP 21,000 - 31,000; Full time

Benefits offered by this job

Hybrid London office

Full training

Career growth opportunities

International travel to events

25 days holiday per year

Health Cash Plan

Life Assurance Scheme

Optional Pension Scheme

Job summary

IQPC's Operations team in London is seeking an Events Operations Co-ordinator. This entry-level role focuses on planning and delivering launch and stage 1 events up to 150 attendees, while supporting Senior Operations Managers on larger conferences.

You will learn from experienced professionals, gain hands-on event delivery experience, and contribute to memorable attendee experiences. The role offers hybrid working in central London, training, and clear career progression.

Qualifications

• Excellent organisational and planning abilities.
• Strong communication with internal and external stakeholders.
• Willing to learn and work autonomously in a fast-paced environment.

Responsibilities

• Support launch and stage 1 events up to 150 attendees.
• Assist Senior Ops Managers with planning and delivery of larger events.
• Coordinate with venues, sponsors, and speakers.
• Help manage budgets and onsite event management.

Skills

Organisational skills

Communication

Autonomy

Time management

Education

Degree holder

Tools

None

Job description

IQPCs Operations team is looking for an Events Operations Co-ordinator to join the team. This is an entry-level position with the responsibility of planning and executing our launch & stage 1 events (up to 150 people in size) and assisting our Senior Operations Managers with the planning and delivery of our larger scale events.

The Events Operations Co-ordinator role provides an excellent opportunity for growth and development in the events industry. The position involves learning from experienced event professionals while actively contributing to the successful execution of events that leave a lasting impression on attendees.

About IQPC:

IQPC provides senior executives around the world across the majority of industries and sectors with outstanding business events in multiple formats, from large-scale physical conferences to 1:1 meetings-based exchanges. The business operates globally, with market-leading portfolios covering everything from Pharmaceuticals to Defence, Energy to Customer Experience.

Our USPs:

• Merit over tenure: We champion people with commercially-winning ideas, whoever they are and however long they have been with us.
• Communication: Good internal communication is foundational to our team culture. We see jointly accountable project teams as the only way to grow.
• Agility: Our Operations Managers work across formats including large-scale events and bespoke 1-1 executive meetings as well as sponsor-led roundtables. The range of our portfolio truly sets us apart.
• Autonomy: Operations Managers are responsible for ensuring the event runs as smoothly as possible. Their role involves participating in regular project team meetings and budget meetings to ensure we deliver a high level of customer experience with the best profit margins.
• Partnership Building: Our events are renowned educational resources, but they are also designed to enable others to do business, and our Operations Managers regularly organise and facilitate 1-1 executive meetings between our sponsors and our delegates.
• Operations Managers will also need to build relationships with suppliers to ensure event requirements are delivered as cost-effectively as possible.
• Creativity: The value of our programmes is so much more than the job titles on the cover. Our Operations team pride themselves on building unique event experiences, from the look and feel of the plenary room, to interesting and fun drinks receptions and everything in between!
• Personal development: We invest in our people, with a two-step Management Development Programme and a day-to-day commitment to building skills from research to financial management, project leadership to people leadership.

Sponsors

• Close liaison with all sponsors in the run up to the event, gathering necessary documents and materials in time for deadlinesEnsuring logos are placed correctly on all signage and event documentation
• Onsite delivery - meetings, seat-drops, drinks receptions, lunches, private dinners, etc.
• Close internal communication with Sponsorship Managers to ensure expectations are met before, during and after the event
• Demonstrate a proactive approach to potential opportunities for sponsors to increase brand awareness

Speakers

• Main point of contact for all speakers, gathering biographies, photos, special requirements
• Placing speakers on the agenda and event app, ensuring speakers are clear on their time slot
• Handling any logistical questions regarding travel and accommodation if required
• Ensuring all speakers are prepared for the event and have presentations ready before they arrive

Venue & Suppliers

• Main point of contact with the venue once the contract has been signed
• Confirming set-up, floor plans, menus, drinks receptions, final numbers
• Accommodation - sending rooming lists through to the hotel for staff and speakers
• Sourcing and negotiating with suppliers as required

Budget Responsibility

• Participate in reforecast meetings
• Responsible for collating prices, negotiating best deals with all suppliers
• Assist in managing all operational costs to deliver event on budget

Onsite Event Management

• Main point of contact during event, ensuring all operations are executed smoothly
• Oversee the setup, execution and breakdown of events, ensuring all elements are executed according to plan.
• Troubleshoot any issue that arise, making quick decisions to resolve problems
• Provide excellent customer service to event attendees, addressing enquiries, concerns and request promptly and professionally.

Who are we looking for?

• Excellent Organisers who can prioritise tasks and coordinate effectively under pressure
• Strong Communicators who can communicate effectively with external clients and internally with team members
• Self-starters who welcome the opportunity to work autonomously, at pace and across multiple projects simultaneously
• Fast workers who can deliver to tight deadlines without compromising on quality
• Degree-holders (though we welcome applications from ambitious individuals with other transferrable experience). Previous experience of conference organisation is preferred but not essential.

What we offer you:

• A hybrid work environment with an office in central London (3 days in office / 2 days at home)
• Full training for the role through in-house managers and peers as well as workshops led by external coaches
• Career growth opportunities within the company as you gain more experience
• A supportive and fair work environment with equal opportunities for all
• Opportunity to travel internationally to events (Europe and US)
• 25 days holiday entitlement per year (plus 1 extra day for each full year of service up to a max. of 30 days)
• Health Cash Plan providing a range of wellbeing benefits
• Life Assurance Scheme
• Optional Pension Scheme (3% employer contribution, 5% employee contribution)
• Access to Victoria Privilege Card (discounts at local retailers, restaurants, etc)

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