Venues & Procurement Coordinator (JR101631)

TN United Kingdom; London; On-site; GBP 100,000 - 125,000; Full time

Job description

Client:

Clarion Events

Location:

London, United Kingdom

Job Category:

Other

-

EU work permit required:

Yes

Job Reference:

d800ffca5d95

Job Views:

8

Posted:

26.04.2025

Expiry Date:

10.06.2025

Job Description:

At Clarion, our people are at the absolute heart of what we do. We’re proud that our core values of PASSION, CARE, IMAGINATION, and TRUST define the way we carry out our work across all of our exhibitions and conferences.

If you share our values and want to be a part of a successful, dynamic, and creative global business then we want to hear from you.

About Us:

Headquartered in London, Clarion is a truly international business, with a portfolio of events and media brands across a range of vertical markets. We have employees based in offices worldwide who specialise in delivering first class marketing, networking, and information solutions in high value sectors, both in mature and emerging geographies.

We organise both live and digital events every year, attracting buyers with spending and decision-making power who are looking for solutions and innovations to help move their businesses forward. Putting them in contact with the providers of these solutions, and with each other, is our overriding objective, always.

The Opportunity:

We have an exciting opportunity to join our EMEA Operations team as a Venues & Procurement Coordinator. In this role, you will assist with procurement by sourcing, negotiating and securing venue bookings for several global events per year and collecting supplier data, feedback and coordinating regular review meetings.

Candidates should have an understanding of procurement, support supplier performance management and evaluation, demonstrate a willingness to learn about the events industry, and show potential to develop strong communication and negotiation skills, along with the ability to handle various administrative duties related to the role.

Key Responsibilities:

Venue Sourcing

• Research, source, negotiate and support venue bookings, ensuring the best venue options are selected. (These are sourced directly with venues).
• Prepare cost estimates for venue options and clearly communicate any risks associated with contracts to relevant teams.
• Negotiate with venues to secure competitive rates, favourable commission structures, and beneficial contract terms to protect Clarion’s interests.
• Collaborate with the Venues Team to build strong industry relationships, meeting with venue managers and chain account representatives to explore global business opportunities.
• Uphold the Clarion brand by improving buying power and negotiation strength within the industry.
• Work closely with project teams to align venue choices with the overall vision and "look" of the event.
• Attend industry events and conduct site inspections as needed to ensure suitable venue selection.
• Maintain up-to-date management information, tracking commission figures, accommodation blocks, contracts, and other relevant data.
• Support the design of initial event floorplans in collaboration with the wider teams ensuring the space is suitable for the event requirements.
• Oversee and assist the Venues team with administrative tasks and other project needs.
• Respond promptly and efficiently to requests from colleagues, including MDs, Portfolio Directors, and Operations teams.
• Prepare reports, analyse data, and assist in the creation of presentations for management when needed.
• Take health, safety, security, and environmental considerations into account during venue selection and decision-making.
• Ensure methodical filing and accurate record-keeping of all relevant information.
• Participate in post-event evaluations and contribute to continuous improvement.
• Support Group Operations with ad-hoc internal venue sourcing and operational assistance.
• Be available for travel to venues worldwide.

Procurement

We have a growing number of preferred suppliers who we partner with. Communication and sharing feedback for continual improvement is an important part of the process.

• Collect feedback data from all teams on preferred suppliers post show.
• Collate supplier feedback, check for trends, and share with relevant.
• Schedule regular meetings and follow ups with preferred suppliers and relevant Clarion teams.
• Ensure commission payments and spend data is tracked from our preferred suppliers and prepare reports.
• Analyse supplier spend data to support procurement initiatives.
• Ensure that data and post-event reports are uploaded to the appropriate portals, raising any relevant feedback and reporting back.
• Prepare a Year-over-Year (YOY) comparison reports.
• Provide assistance with expense management.
• Provide day-to-day support for staff using our Travel Management Companies (FCM and Uber)
• Update travel booking and other platforms with new starters/leavers.

Requirements

Knowledge, Skills & Behaviours:

• Experience in the conference and exhibition industry is desirable.
• Interest in researching, assisting with, and supporting the negotiation and contracting process with hotels and venues.
• Familiarity with working with international venues or a willingness to learn is desirable.
• Proficient in utilising AI tools to identify and recommend venues that align with event requirements.
• Awareness of hotel chains and an eagerness to learn about contract structures.
• Organised and able to manage tasks effectively.
• Strong communication skills, both written and verbal.
• Motivated, proactive, and keen to take on new responsibilities.
• Ability to work both independently and as part of a team.
• Solution focused attitude.
• Basic understanding of budgets or financial processes is a plus.
• Enthusiasm to learn and develop operational and venue procedures.
• Keen to embrace new technology and IT systems.
• Comfortable with Microsoft Office, email, and internet tools.
• Additional language skills are a bonus.

About Clarion Events

Clarion Events is one of the world’s leading event organisers, producing and delivering innovative and market-leading events since 1947. (https://clarionevents.com/welcome)

Clarion Events embrace diversity and equal opportunities in all that we do. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Clarion is private equity backed and owned by Blackstone. Blackstone is one of the world’s leading global investment funds, investing capital for the long term to build successful, resilient businesses. (https://www.blackstone.com/)

Our purpose is to deliver exceptional customer outcomes and experiences, by making every connection count.

Our vision is we want every one of our products to be a market leader in customer satisfaction and delight.

• End of year wellbeing shutdown (closed for the last week of the year)
• Celebration day off (e.g. birthday, Diwali, Eid, etc)
• Summer Hours in August (3pm finish on Fridays)
• Helping Our World (HOW) Days – one paid day per quarter to carry out charity work
• Pension Scheme
• Private Medical Insurance
• Health Cash Plan
• Wellbeing Library (MYNDUP)
• Season Ticket Loan
• Cycle to Work Schemes
• Free on-site gym and shower facilities
• Free eyesight tests
• Free flu vaccination – offered on site once a year for all employees

Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit. Check our Blog for more information.

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Created on 26/04/2025 by TN United Kingdom