Overview
Are you a highly organised and experienced Events Manager with a passion for delivering exceptional experiences? An exciting opportunity has arisen for an Event Manager to join our Conference team.
To manage a portfolio of events primarily comprising conferences, breakfast briefings and exhibitions for Haymarket Business Media brands in their specific market sectors. An events manager is expected to run a portfolio of events across a calendar year from 5 – 7 events depending on the size, complexity, calendar positioning and budget level. The ability to multi-task and run events concurrently is therefore essential for this role.
Sustainability is at the heart of our events, so each team member is expected to adhere to our procurement and sustainability procedures as part of their role. Five sustainability principles (Reduction, Inclusion, Transparency, Ethics, and Value) govern our events and all team members are expected to demonstrate and uphold these principles in their own work
Haymarket has a flexible working arrangement of 3 days in the office with 2 working from home, with core days in the office being Monday and Wednesday.
Responsibilities
Key responsibilities
The events manager is responsible for the complete end-to-end project management of each of the events in their portfolio (including budget/financial management, event timelines, signage production, event planning and logistics, all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, conference producers, marketing team, venues, suppliers, attendees, delegates, sponsors and any other key stakeholders.
A more detailed breakdown of tasks as follows:
Financial
- Responsible for managing P&L and budgets/expenditures and maintaining forecasts along with the prompt financial decommissioning of projects.
- Accountable for the accurate processing of revenues from delegates and sponsors and reconcile all revenues with the event management system and management accounts.
- Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.
Project management
- Maintaining effective working relationships with internal events, editorial, production, marketing and commercial teams and external contracted key suppliers.
- Schedule and run regular meetings for each project with all relevant stakeholders in the project (including editorial, commercial, marketing, content and senior brand representatives).
- Maintain a working project file for each event on the Haymarket Events server / google drive.
- Produce and maintain a timeline / event project plan for each event ensuring that the event runs to schedule and deadlines are met. Working to the agreed internal plan template.
- Be the point of contact for event sponsors or speakers regarding their involvement in any project.
Event Logistics
- Lead on the operational activities on any project
- Source appropriate suppliers for each event and secure the best products and services available at the best price whilst complying with Haymarket’s procurement policies
- Negotiate with all key suppliers and venues on both contract terms and prices to achieve the most cost effective service
- Lead on all aspects of the production and staging of each event for which you are responsible, in conjunction with the Head of Events Operations and appointed suppliers
- Ensure that all Health & Safety, Risk Assessment and all other relevant information for the event is delivered in a timely and correct process (e.g. dietary requirements for the event to the venue).
- Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery
- Attend each event in your portfolio and lead on onsite event delivery
- Undertake any other reasonable duties.
The above job description is intended as a guide to the main responsibilities of the position and is not an exhaustive list of duties and tasks. The events manager must also understand the Company Vision and Values, and apply their principles at all times.
Skills / Experience / Knowledge / Minimum Criteria
Qualities / Experience:
Essential
- Proven experience running B2B events. Ideally these would include conferences, forums, exhibitions and breakfast briefings either within Haymarket or another B2B media company.
- Proven understanding and managing a budget and P&L for events, with a clear understanding of the financial impact of the events.
- An ability to manage your own projects and project plans on a day-to-day basis.
- Must be resilient and able to work in a highly pressurised environment and to tight deadlines.
- Good understanding of event production, suppliers and processes.
- Excellent written and spoken English as well as the ability to proofread written documents to a high standard.
- Sound understanding of event health and safety regulations and requirements (including risk assessments).
- The ability to maintain positive working relationships with all relevant stakeholders at all levels (including brand editorial and commercial teams, colleagues in the events department, data teams and external suppliers).
- Flexibility and willingness to attend events outside normal office hours.
Desirable
- A degree in Hospitality/Event Management or other relevant discipline.
- A good understanding of event management platforms
We are a Disability Confident employer and offer guaranteed interviews to all disabled applicants who meet the above minimum criteria.
To be considered as part of this initiative, please ensure you indicate if you have a disability when applying for the post.
Why work with us?
Haymarket Media Group values its people and strives to shape a better future with remarkable content. From paid content and subscription services; to integrated advertising and content marketing packages. We deliver market-leading branded experiences that inspire great decisions. From data and digital information solutions to live events, awards and professional education services.
Benefits
- 25 days holiday per year excluding bank holidays (increasing 1 day per year of service up to 30 days)
- Work from anywhere in the world for up to 3 weeks of the year with our ‘Work from Anywhere’ days
- Flexible working hours (core hours from 10-3) allowing you the flexibility to adapt your work schedule to your personal commitments
- Generous contributory pension scheme
- Health Cash Plans: With our health cash plans, you can access a range of healthcare benefits, including coverage for medical expenses, dental care, optical services, and more
More about working for Haymarket
Working here means being part of a commitment to shaping a better future. As a proudly Certified B Corp, we are part of a global movement of businesses acting as a force for good. Haymarket Impact is focused on making a positive difference globally, guided by the United Nations Sustainable Development Goals and intertwined with an unwavering commitment to equity, diversity, and inclusion. This commitment to balancing profit with purpose is deeply embedded in our culture, reflected in our values of Integrity, Respect, Creativity, Innovation, and Expertise.
We invest heavily in our people. From professional development and internal training to mentorship and coaching. Our certified Disability Confident status has fostered an environment where all employees feel supported, valued, and can ask for workplace adjustments without fear of judgment.
Our valuable partnerships for good globally mean colleagues are always up for taking on a new charitable challenge, utilise their volunteering day and go out of their way to support their local communities.
We know how important a healthy work-life balance is too. Our flexible hours and hybrid working model means employees are expected to be in the office at least three days a week and can work remotely for the remaining two. This means we thrive together when we collaborate in person, fostering stronger connections and creativity, but still allowing for flexibility outside of those times.
As an equal opportunities employer, we are committed to ensuring all candidates have the same opportunity to succeed, regardless of sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age, or disability. In line with our dedication to fairness and transparency, we are also proud to be a We Show the Salary employer, pledging to always include pay details on our job adverts.
Join us and be part of award-winning teams and a culture that is truly unique – a place to grow, feel inspired, build a brilliant career and make a difference.
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