Event Travel & Delegate Coordinator - Creative Agency

The Event Academy; Greater London; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

25 days annual leave

Birthday leave

Private healthcare

Pension scheme

Life assurance

Cycle-to-work scheme

Hybrid working

Regular team social events

Job summary

The Event Academy in London is seeking an organised Event Travel & Delegate Coordinator to support delivery of high-profile UK and international events. You will manage attendee travel, registration, communications, data, and post-event reporting to ensure a seamless delegate experience from start to finish.

Ideal candidates are graduates or early-career events professionals with strong organisational, budgeting, and client-facing skills, and a willingness to travel for live events.

Qualifications

• Experience in events, delegate management, travel coordination, or event logistics.
• Strong organisational skills and ability to manage multiple projects.
• Experience coordinating registration, travel, accommodation, and communications.
• Excellent stakeholder management and client-facing communication.
• Strong admin, reporting, and data management capabilities.
• Experience with budgeting, invoicing, and reconciliations.
• Advanced Microsoft Office skills, especially Excel.
• Ability to stay calm under pressure and adapt to priorities.
• Willingness to travel domestically and internationally for live events.

Responsibilities

• Coordinate attendee travel and accommodation for events.
• Manage registration platforms and event communications.
• Maintain delegate data and prepare travel documentation.
• Support onsite event delivery and post-event reports.
• Liaise with suppliers and manage budgets.

Skills

Event logistics

Organisational skills

Stakeholder management

Excel

Budgeting

Tools

Excel

Job description

Sector: Creative Agency

Title of role: Event Travel & Delegate Coordinator

Reporting to: Event Operations / Project Management Team

Location / Office address: London (Hybrid)

WFH / Office / Remote: Hybrid

Working hours: Not specified, with flexibility required for event delivery and occasional out-of-hours work

PT / FT: Full-time

The opportunity:

An award-winning events and brand experience agency is seeking an organised and client-focused Event Travel & Delegate Coordinator to support the delivery of high-profile UK and international events. This role is ideal for someone who enjoys managing complex logistics, liaising with stakeholders, and ensuring a seamless delegate experience from registration through to post-event reporting.

Responsibilities include coordinating attendee travel and accommodation, managing registration platforms and event communications, maintaining delegate data, preparing travel documentation, supporting onsite event delivery, and producing post-event reports and reconciliations. The role also involves supplier liaison, budget administration, and working closely with event delivery teams to ensure successful project outcomes.

Key requirements:

• Previous experience in events, delegate management, travel coordination, or event logistics

• Strong organisational skills with the ability to manage multiple projects simultaneously

• Experience coordinating delegate registration, travel, accommodation, and attendee communications

• Excellent stakeholder management and client-facing communication skills

• Strong administrative, reporting, and data management capabilities

• Confident working with budgets, invoicing, and financial reconciliation

• Advanced Microsoft Office skills, particularly Excel

• Ability to remain calm under pressure and adapt to changing priorities

• Willingness to travel and support live events in the UK and internationally

Desirable:

• Experience in an events agency, incentives, travel, or corporate events environment

• Venue sourcing and supplier negotiation experience

• International event delivery experience

• Knowledge of travel-related financial processes and compliance requirements

Benefits:

• 25 days annual leave plus bank holidays

• Additional birthday leave

• Private healthcare (following probation)

• Pension scheme

• Life assurance

• Cycle-to-work scheme

• Hybrid working

• Regular team social events

Ideal for:

A detail-oriented graduate or early-career events professional looking to build experience in delegate management, travel logistics, event operations, and client services within a fast-paced agency environment.