HTB Group
Alpha Events Coordinator
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Events Coordinator
We are looking for a highly organised and proactive Events Coordinator to join our Events team. This role will support the planning and delivery of Leadership Conference (LC), associated conference events, and a range of London-based Alpha events such as Alpha Collective and Experience Alpha.
You will coordinate speakers, worship teams, logistics, volunteers, and event administration, ensuring every detail is delivered to a high standard. The successful candidate will thrive in a fast-paced environment, enjoy managing multiple priorities, and be passionate about creating outstanding event experiences.
Key Responsibilities
Speaker & Contributor Management
- Coordinate speaker communications before, during, and after events.
- Manage speaker onboarding, including biographies, photographs, contributor forms, and requirements gathering.
- Arrange speaker travel, accommodation, transport, and itineraries.
- Coordinate speaker contracts, honorariums, gifts, and expenses.
- Manage speaker seating, accreditation, passes, and ticketing requirements.
- Maintain accurate event trackers and records.
- Support seminar and lab speakers, including Slido management and session logistics.
- Ensure all post-event deliverables are completed, including photos, videos, consent forms, and reimbursements.
Worship Team Coordination
- Coordinate onboarding and logistics for worship leaders and contributors.
- Liaise closely with worship oversight teams regarding schedules and requirements.
- Organise worship hospitality, speaker gifts, and resource distribution.
- Support worship teams during event delivery and ensure all administration is completed post-event.
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Event Planning & Operations
- Develop and maintain detailed event day plans and operational schedules.
- Gather and coordinate technical, production, and logistical requirements across multiple stakeholders.
- Manage catering, venue bookings, and supplier relationships.
- Coordinate site visits and event logistics for external venues.
- Assist with floor plans, venue set-up, and operational planning.
- Ensure interpretation and accessibility requirements are fully supported, including BSL provision where required.
- Work closely with Production, IT, Estates, Vergers, Worship, Finance, and other internal teams to deliver successful events.
- Support programme implementation and event communications.
Volunteer & Staff Coordination
- Support volunteer recruitment and engagement.
- Coordinate staffing requirements and event briefings.
- Build strong relationships with volunteers and event teams onsite.
- Ensure all staff and volunteers are equipped with the information they need to fulfil their roles effectively.
Health, Safety & Safeguarding
- Support the implementation of safeguarding processes and escalate concerns appropriately.
- Ensure health and safety measures are considered and implemented across all events.
- Assist with risk management, compliance, and insurance requirements where relevant.
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Leadership Conference Delivery
- Take ownership of key event workstreams during Leadership Conference.
- Develop and execute detailed operational plans for allocated event areas.
- Manage budgets and purchasing responsibilities within assigned projects.
- Identify opportunities to improve processes and increase efficiency.
- Champion Alpha's standards of communication, hospitality, and excellence throughout every stage of the event lifecycle.
- Provide additional support to the Head of Events and wider Events team as required.
Skills and Experience
- Committed to the vision of HTB and Alpha
- Large event management experience
- Hard worker that can handle high pressure and workload in the lead up to a large event
- Resilient to keep on going when work gets busy
- Able to juggle large and varied workload
- Tactful and diplomatic
- Flexibility in working hours in the lead up to the event due to trainings, event set up, event days, and pack down
- A team player with a flexible attitude
- Excellent attention to detail and strategic thinker
Benefits
- 25 days annual leave (plus public holidays), which increases with length of service
- Pension scheme contributions
- Employee Assistance Programme for confidential support
- Medicash plan
- Enhanced maternity, paternity, adoption, and shared parental leave
- Access to training and development resources to help you grow in your role
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