Events Executive

BRITISH SOCIETY FOR RHEUMATOLOGY; London; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

The British Society for Rheumatology is seeking an Events Executive to manage and deliver their conferences and awards. This hybrid role involves coordinating logistics, registration, and engaging with various stakeholders to ensure successful events, while promoting inclusion and diversity within the community.

Qualifications

• Experience of working in events.
• Ability to demonstrate understanding of events management requirements.
• Proven project planning and coordination experience.

Responsibilities

• Manage the registration process for BSR conferences.
• Lead event logistics including awards and speaker expenses.
• Support the Events Manager and Business Development Manager.

Skills

Event Management

Customer Service

Project Planning

Database Management

Vendor Liaison

Job description

Directorate: Marketing, Education & Events

Reports to: Events Manager

Salary range: £26,521 - £33,456,depending on experience

Location: London – EC4Y 8EE (Hybrid)

Contract:Permanent, Full time (31.5 hours over 5 days)

Job Purpose

BSR events are a key benefit to members and the wider rheumatology community, offering the very latest in science, innovation, research and cases.

Our events team deliver the award-winning Annual Conference in a hybrid format to c2500 delegates, plus our Case-based Conference, as well as a programme of celebratory awards.

This role sits within the Events team which is responsible for delivering BSR’s annual conferences and awards. The team of four includes the Head of Events, Events Manager, Digital Events Manager and the Events Executive, who assists in the planning and delivery of our hybrid and in-person events. You will work on a range of areas including registration, logistics, being the main point of contact for delegates, and liaising with venues and suppliers. This is an exciting role for someone looking to get more exposure to different areas of events and working with multiple stakeholders.

Main Responsibilities:

• Manage the registration process for BSR conferences, including online booking journey, managing CRM/registration systems, end to end customer service and reporting registration data insights.
• Work with the Events Manager on the delivery of conference programmes and networking events.
• Lead on event logistics including awards, abstract poster submissions, Continuing Professional Development (CPD) accreditation, accommodation, travel arrangements and speaker expenses.
• Champion BSR’s values by leading on Equity, Diversity and Inclusion (EDI) and accessibility for conferences, working with venues and suppliers to ensure a positive experience for attendees.
• Support the Events Manager and Business Development Manager with sponsor and exhibition deliverables on areas including registration and posters.
• Manage event and registration enquiries, providing excellent customer service.
• Support the Digital Events Manager with online conference integrations and data reporting.
• Input into our event budgets by monitoring progress and providing financial reporting and reconciliation against income and expenditure.
• Work with the Marketing and Communications team to create digital content to engage our audiences.
• Support with BSR committee liaison and logistics.

General:

• Be a core member of the events team by attending and inputting into all planning meetings, venue site visits and delivery of events onsite.
• Identify and contribute ideas on how to improve processes and ways of working.
• Undertake any other reasonable duties as required by the Head of Events.

Please note:This role will require travel, overnight stays and weekend work, for example at our conferences (6 day stay). As we are a small team you’ll have the opportunity to get involved in cross-departmental projects, lead or contribute to agile sprint working and support wider business needs. There are other opportunities to get involved with our staff forum or peer group meetings.

Person Specification:

1. Experience of working in events
2. Ability to demonstrate understanding of the requirements of events management and customer service elements of the role
3. Proven project planning and coordination experience
4. Ability to work with databases and use CRM
5. Experience of managing delegate registration and event data
6. Experience of liaising with venues and suppliers
7. Ability to demonstrate use of initiative and innovation to make positive improvements or efficiencies

Inclusion and Diversity

BSR is committed to encouraging inclusion, equity, and diversity in our workforce. We are actively trying to increase the diversity of our staff team. We try to reduce as many barriers as we can for those with a disability. We know that everyone is an individual, so please always tell us what we can do to support you.

We welcome approaches from individuals from underrepresented groups, including those from minoritised communities, and those with a disability, to better reflect the community we serve and help broaden our perspectives.