Events Manager

Royal Society of Medicine; Greater London; Hybrid; GBP 40,000 - 64,000; Full time

Job summary

Royal Society of Medicine in Central London is seeking an experienced Events Manager to join the Education team. You will lead end-to-end delivery of medical conferences, lectures and webinars, coordinating with medical professionals, volunteers and internal teams to ensure engaging, professional and financially sustainable events.

The role requires strong planning, on-site leadership and the ability to manage complex schedules, budgets and supplier relationships, with some early mornings,

Qualifications

• Experience delivering conferences, meetings and webinars end to end.
• Strong planning, organisation and event coordination skills.
• Ability to manage budgets, suppliers and stakeholder expectations.

Responsibilities

• Deliver events end to end in person, hybrid and online, on time and within budget.
• Create event plans with briefs, budgets, timelines and resources.
• Coordinate schedules, speakers and committees with clear briefs.
• Provide on-site leadership and strong guest experience.
• Maintain accurate delegate records, payments and reports.
• Manage venues, AV, design, print and catering contracts.

Skills

Event management

Budgeting

Stakeholder management

Tools

CRM systems

Budgeting software

Job description

This is a full-time, permanent position, working 35 hours per week, based in Central London with hybrid working (minimum 3 days in the office). Some early mornings, evenings and occasional weekend work may be required.

The Royal Society of Medicine (RSM) is one of the UK's leading providers of continuing learning in healthcare. As a registered charity and membership organisation, we bring together healthcare professionals to share knowledge, exchange ideas and advance learning across medical specialties.

Our vision is to bring people together across healthcare to debate, network and learn.

About the Role

We are looking for an experienced and enthusiastic Events Manager to join our Education team and play a key role in delivering our diverse programme of medical conferences, educational meetings, lectures and webinars.

This is an exciting opportunity for a highly organised and proactive events professional who enjoys managing events from initial planning through to successful delivery and evaluation. Working closely with medical professionals, volunteer committees and internal teams, you will ensure our events are engaging, professionally delivered and financially sustainable.

You will also provide guidance and support to the events team, helping to maintain high standards and continuously improve the experience of our members, speakers and delegates.

Key Outputs and Accountabilities

Event Delivery

• Conferences, lectures and medical education meetings and webinars delivered end to end, in person, hybrid and online, to a consistently high standard, on time and within budget.
• Clear event plans (brief, budget, timeline and resourcing) in place for every event, with the most suitable format chosen for each.
• Event schedules and speaker line-ups agreed with Section officers and organisers, with speakers briefed, supported and well looked after.
• A smooth, welcoming experience for delegates, from registration and communications through to on-site support and follow-up.
• Accurate delegate records, payments and reports maintained in the event management and CRM systems.
• Abstract and submission processes run efficiently and fairly, with authors and reviewers kept informed throughout.
• Professional printed and digital event materials produced with designers and ready to deadline.
• Confident on-site leadership at events, including some evenings and weekends.

Financial Management and Suppliers

• Accurate event budgets maintained and reported to Finance, with variances flagged early and costs reduced wherever possible.
• Delegate fees and sponsorship packages set in line with event costs.
• Venues and suppliers (including AV, design, print and catering) selected and negotiated to deliver value for money, with contracts fulfilled and invoices processed accurately and on time.
• Exhibitor and sponsor commitments delivered in partnership with the Partnerships team.
• External partnerships built that strengthen the RSM's events.

Data, Insight and Evaluation

• Timely and accurate event data and KPIs reported to the Deputy Dean and Sections.
• Delegate feedback evaluated and clear recommendations presented to inform future decisions.
• Lessons learned captured and applied, so that each event improves on the last.

Risk, Quality and Compliance

• Risks identified and mitigated for every event, with risk assessments completed, off-site approvals secured and insurance confirmed.
• Events that meet RSM service levels, governance and quality assurance standards.
• Personal and sensitive data, particularly members' data, handled in line with RSM data protection requirements.

Stakeholder Management in Support of Events

• Strong, trusted working relationships with Section officers, committees and senior colleagues, so that events are well supported and well informed.
• Section Presidents and officers kept up to date on event delivery, attendance and financial performance.
• Event-related papers, updates and actions prepared for Section Council and Slate meetings, with progress against budget and attendance targets monitored.
• High-profile speakers and external contributors managed professionally, with every interaction upholding the RSM's policies and reputation.

Promotion and Communications

• Events effectively promoted through close working with Marketing and Communications, using sector insight to reach the right audiences.
• Accurate, up-to-date events content maintained on the RSM website.

Innovation and Improvement

• New ideas and technology, such as event apps, trialed where they add value, with environmental sustainability built into event planning.
• Streamlined, consistent events processes across Sections, informed by industry best practice.

Team and Organisation

• Events Executives coached, supported and developed, with a contribution to their recruitment, onboarding and appraisal.
• Team cover provided during peak periods and absence, so that no event is put at risk.
• Events aligned with the RSM's strategic objectives, with collaboration across teams to support their projects through events.
• RSM and Charity Commission policies complied with, organisational values upheld, and other duties undertaken as the needs of the business require.

All Post Holders

The post holder must always, when conducting responsibilities and interacting with others:

• Uphold the vision, mission and values of the RSM, and support effective communication and consistent management of RSM policies and procedures throughout the organisation, in particular the Discrimination, Bullying, Harassment and Victimisation policies.
• Adhere to the Society's Health and Safety regulations and ensure the safety of oneself and others on RSM premises and engaged in RSM work, by reporting hazards to a senior manager or taking action (where possible) to remove them.
• Adhere to the Society's Data Protection regulations, using data only as required to undertake the role and handling it appropriately and confidentially.

The RSM is committed to equal opportunities. Equal opportunities are provided to all applicants for roles without regard to race, religion, colour, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability or any other protected category.

The Society is committed to the safeguarding and fair processing of information received from candidates applying for opportunities within it and fully complies with the spirit and regulations of the GDPR. For a full statement about the type of data that the Society keeps about job applicants and the purposes for which it is kept, please visit our website by clicking on the following link: