Events and Marketing Coordinator

• As part of the ukactive Events team, manage assigned events from proposal right through to event delivery:
• Deliver on all of ukactive’s portfolio of events, such as: ukactive Awards, Member Networks and SPG events – implementing the critical path, ensuring deadlines are met and relevant areas are delegated across the events team and across departments. Leading on specific areas as identified by the Interim Head of Events.
• Carry out speaker research relevant to event theme, liaise with speakers and ensure their journey throughout the event is enjoyable and a great experience.
• Liaise with and ensure speakers/hosts have all the information they require before and during the event, including their transport arrangements, schedules and all other relevant information.
• Carry out venue research and site visits
• Monitor event budgets and ensure all targets are met
• Liaise with the Membership Experience Team to support their targets of event sponsorship and ticketing targets
• Liaise with event sponsors once confirmed as event partners to ensure their sponsorship contract is delivered
• Work closely with the marketing team to deliver marketing for all ukactive events. In particular, lead on promotion of Member Network event series to hit attendee targets. Where necessary, supporting the marketing function with wider campaign delivery.
• Liaise with suppliers including event venues, catering, Production, third party assessors (Proin sight) and AV
• Ensure delegates book onto events, coordinating queries and delegate communication
• Produce event project plans, event running orders and thorough risk assessments. As well as any other specific operational documentation required.
• Co-ordinate all staff at events, ensuring staff rotas and briefing documents are created, accommodation (if necessary) is booked, and briefing meetings are delivered; alongside supporting the staff throughout the day – ensuring they deliver to expectations and managing the duty of care.
• Support the Events department with administrative tasks as and when required
• Responsible for proactively working cross departmentally to brief teams about relevant events and ensure they are attended by current members and new audiences.
• Proactively work with all teams to ensure all relevant info required to deliver successful events and all other teams are equipped with info and collateral to deliver what is required for a successful event
• Responsible for coordinating multiple projects at the same time. Working closely with the Interim Head of Events to deliver all projects within the Events Portfolio, including supporting the Interim Head of Marketing with any related tasks.
• Working with online systems including Salesforce and ukactive website to track, manage and coordinate the planning and delivery of events.
• Work alongside the Marketing Team to deliver marketing, branding and collateral for all ukactive events, to align with the ukactive brand and agreed timelines
• Ensure all marketing materials/collateral for ukactive events which are led by this role are up to date. This includes: webpages, invitations, e-newsletters, and any other relevant collateral
• Collect data from event marketing impact and delegate engagement and produce relevant documents and reports which can be easily accessed and understood by relevant ukactive staff members with the main aim of improving and developing the events continuously.

General

• Problem solve as and when required, finding improved & new ways of working creating high impact delivery
• Maintain the ukactive vision and mission across all events
• Liaise with all departments and teams to help create an overarching strategy for the delivery and marketing of the events to ensure efficient working.
• Supporting other teams where reasonably possible to deliver the best experience.