Events Planner

DN Media Group; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

Join a leading media group as an Events Planner in London, managing logistics and budgets for both in-person events and webinars. You'll work collaboratively with directors and teams to ensure successful event execution while engaging with various suppliers and stakeholders. Ideal for candidates with project management experience in B2B events, excellent communication skills, and a proactive, client-focused approach.

Qualifications

• Minimum 3 years experience in managing operations and logistics in B2B events.
• Excellent communication skills – both written and verbal.
• Proven ability to deliver in a deadline-driven environment.

Responsibilities

• Plan all operations and logistics for assigned events including in-person and webinars.
• Manage event budget and produce the P&L on the events assigned.
• Ensure all elements of sponsor contracts are delivered on.

Skills

Project Management

Communication

Attention to Detail

Negotiation

Tools

Webinar Tools

Event Management Software

Job description

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DN Media Group’s global publications deliver industry-leading independent Journalism, analysis, content and world class business events, helping professionals to make smarter decisions, by serving some of the world's biggest industrial sectors: shipping, seafood, energy. Our market leading media and event platforms TradeWinds, Upstream, Recharge, Intrafish have offices in London, Singapore, Shanghai, US and Norway.

Our Content Marketing and Events team in London looking to hire an Events Planner to help manage their busy conference schedule.

Details of the role and requirements are as follows;

Role objectives:

• Planning all ops and logistics on the assigned events (both in-person events and webinars) under any of the brands of DN Media Group’s Global Publications.
• Reporting to the Conference Manager, but working hand in hand with the Director of Events, Conference Planner, the Programmer and the Sales team to produce successful events.
• Take full ownership for the operations and logistics part of the business, ensuring best practice is achieved and delivered on the assigned events.
• Financial: Overall responsibility for event-specific cost budgets including preparation, negotiations, accurate and timely monthly forecasts, alert management about risks and deviations to plan, and make recommendations for corrective action.
• Effective project management including ownership and adherence of timelines and accurately track and evaluate results on overall project goals.

Engagement and effective management of suppliers. Oversee the addition of supplier admin, including a preferred supplier system, new contracts and terms & conditions

Responsibilities:

• Update event website with event copy, sponsor logos, speakers’ bios and agenda etc.
• Manage event budget and produce the P&L on the events assigned.
• Source appropriate event venues and manage venue contracts.
• Source and manage all external suppliers e.g. AV technicians, stand suppliers, venue, caterers, photographer etc.
• Liaise with all delegates, speakers and sponsors in the run up to the event.
• Register delegates, raise invoicing forms, send joining instructions and answer all delegate queries.
• Ensure all elements of sponsor contracts are delivered on, for example providing sponsor stands, badges, sponsor presentations, event signage etc. and answer all sponsor queries.
• Provide speaker role info, introduce speakers and orchestrate panel conference calls and answer all speaker queries Collate/proof speakers’ slides, biographies and photos and prepare the delegate packs and feedback forms.
• Prepare all event materials including delegate badges, feedback forms, sign-in sheets, event signage, header slides etc.
• Set-up and run the event on the day, primarily assisting the speakers with their slides and ensuring the smooth running of the conference sessions, but also managing the needs of the delegates and sponsors.
• Create a professional and smooth on-site environment for all participants on the day to ensure attention to detail is upheld and objectives are exceeded. This includes implementing appropriate processes and systems to maintain the flow and visual aspect of the events.
• Manage all staff on-site to ensure the smooth running of the event.
• Collate delegate and sponsor feedback post-event and circulate delegate feedback to speakers and sponsors Approve/edit the event photos and video.

Requirements:

• Minimum 3 years experience in managing operations and logistics in b2b events / conference.
• Excellent communication skills – written and verbal.
• Competent in event life-cycle and project management, research and attention to detail.
• Proven ability to deliver in a deadline-driven environment.
• Not mandatory, but it would be an advantage to have working knowledge of any webinar tools such as ON24, CVENT, together with hands on experience of using end to end.
• Willingness to travel (this job requires some overseas travel to manage onsite events)

Upbeat and positive attitude with an always client-focused personality and with “get it done” philosophy.

We are an equal opportunities employer who wants to attract qualified applicants regardless to gender, religion, race, national or ethnic origin, cultural background, social group, disability, sexual orientation, gender identity, marital status, age or political opinion. Diversity is fundamental to our culture and we invite you to be part of this diversity!

Take a look around our career pages and website to find out more about DN Media Group, its publications, and the team.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Marketing and Public Relations

• Industries

  Media Production and Retail Books and Printed News

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