Sleeper Media
Event Coordinator
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About the job
Sleeper Media – the leading media company in hospitality design – is seeking an Event Co-ordinator to join our events team and support the Event Manager with the end-to-end event planning and on-site execution of the AHEAD Awards and Sleeper Sessions around the world.
The role presents a unique opportunity to work within a dynamic media company, catering for an exciting, vibrant industry with the opportunity for career progression and overseas travel.
This role presents a unique opportunity to work within a dynamic media company and an exciting, vibrant industry with international travel and exposure to events across Europe, Asia, the Americas and beyond.
This role will suit someone looking to build a long-term career in international event management. We are looking for someone who is keen to learn, develop and take on increasing responsibility as they grow within the role, becoming a trusted member of our close-knit events team. This role will suit someone who is looking to progress their career in international event management.
The ideal candidate will be:
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Highly organised Comfortable managing multiple tasks and deadlines at once, with excellent attention to detail. You’ll understand that great events are built on strong organisation and take as much pride in getting the detail right as you do in the event itself. Comfortable handling everything from scripts to speaker liaison, travel schedules to table plans, all whilst maintaining impeccable attention to detail.
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Self-motivated Confident working independently, as part of a close-knit team and with our trusted partners around the world. You’ll be proactive, willing to take ownership and comfortable asking questions when you need to. Equally capable of working independently, as part of a team, and with our many trusted partners around the world. Initiative is key in this role.
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Calm under pressure Our events are fast-paced and can fall close together, with last-minute changes an inevitable part of live events. You’ll be able to remain composed, adaptable and professional when plans change. Our events often fall close together and as always, there will be last minute changes. Composure and professionalism are a must.
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Keen to learn and progress We’re looking for someone who sees this as an opportunity to develop a career in events. You’ll be enthusiastic about learning the fundamentals, open to feedback and eager to take on greater responsibility as your knowledge, confidence and experience grow.
JOB DESCRIPTION
Reporting to the Event Manager, the Event Coordinator will support the planning and delivery of Sleeper Media’s international events programme, helping to maintain the high standards our guests, partners and stakeholders expect.
The role will initially have a strong administrative focus, providing an important foundation across all areas of our events. This will include guest and stakeholder communications, event systems and data, schedules, travel arrangements, event documentation and general event administration.
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As you become confident in these core responsibilities, the role is designed to develop with you. You will gradually take ownership of specific areas of event planning and delivery, working more directly with venues, suppliers and other event partners and taking on greater responsibility both in the lead-up to events and on-site.
Over time, this will include managing event staff, photographers and videographers, speaker liaison, content creation, liaising with our in-house creative design team, venue management and taking ownership of specific elements of an event from planning through to on-site delivery.
We want the successful candidate to develop into a well-rounded events professional and become an integral part of the Sleeper Media events team.
Reporting to the Event Manager, the Event Co-ordinator will carry out a variety of tasks, ensuring our reputation for delivering high quality events across the globe is maintained.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Event Administration & Coordination
- Supporting the day-to-day planning of our events, including maintaining event systems and databases, guest lists, schedules, travel information, event documentation and other administrative requirements. Ensuring information is accurate, organised and kept up to date throughout the planning process.
Guest & Stakeholder Liaison
- Acting as a point of contact for guests, speakers, judges, sponsors and other stakeholders. Communicating key event information, requesting and managing assets, responding to enquiries and ensuring a high standard of communication throughout the guest journey.
Event Planning & Delivery
- Supporting the Event Manager across the end-to-end planning and delivery of events, with increasing ownership of individual workstreams as experience develops. This may include speaker management, event staff, photographers and videographers, suppliers and other elements of the live event.
Venue & Supplier Management
- Eventually beginning to work directly with hotels, venues, production companies and other suppliers in the lead-up to events and on-site. Supporting venue research and sourcing for future events and, as the role develops, taking greater ownership of supplier and venue relationships.
On-site Event Management
- Travelling internationally to support the delivery of our events, helping with event set-up, guest management, suppliers, schedules and live event logistics. As experience and confidence grow, taking responsibility for specific areas of on-site delivery and managing relevant event staff and suppliers.
Event Production Support
- Supporting the Event Manager where needed by liaising with our production partners and venues to support the delivery of high-quality events.
Budget & Commercial Awareness
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- Supporting the Event Manager with event budgets, supplier costs, invoices and financial administration, while developing an understanding of the commercial considerations behind our events.
Post-Event & Forward Planning
- Supporting post-event administration, feedback and reconciliation, alongside research and preparation for future events, venues, destinations and suppliers.
Event Co-ordination
- Working with the Sleeper team and external stakeholders to ensure the successful creation, formation and delivery of our events.
Event Production
- Working with production companies, hotels, host venues and other stakeholders to produce our events to the highest standards.
Stakeholder Engagement
- Ensuring that the expectations of our sponsors and guests are met whilst maintaining the integrity of our events.
Budgetary Planning
- Working with the Event Manager to manage and maintain event budgets. Working to identify and deliver revenue growth.
Guest Liaison
- Communicating essential information to guests, requesting assets and handling day-to-day enquiries.
Venue Liaison
- Venues, hotels, and suppliers. Working with them to produce the event. Researching new venues for future events.
ESSENTIAL REQUIREMENTS
- Proficiency in Microsoft Office, including and especially, Excel and Powerpoint
- Educated to GCSE level or above
- Previous experience in an events, hospitality, administration or similarly fast-paced environment
- Experience of event administration
- Excellent organisational and administrative skills, with strong attention to detail
- An understanding of budgeting and good commercial awareness
- Able to sustain performance under pressure
- Willing and able to undertake regular overseas travel, including evenings and weekends as required
- A genuine interest in developing a long-term career in event management
DESIRABLE REQUIREMENTS
- Experience working within an international environment
- Experience working with awards, conferences, networking events or other large-scale events
- Familiarity with e-marketing systems
- Familiarity with Keynote and/or other presentation systems
PERSONAL ATTRIBUTES
- Enthusiastic, adaptable, self-motivated and keen to learn
- Meticulous attention to detail
- Reliable and dependable, with a strong sense of ownership and accountability
- Proactive and resourceful, with the confidence to identify what needs doing rather than always waiting for direction
- Adaptable and able to think on their feet when priorities or circumstances change
- A team player who is willing to get stuck in and support colleagues wherever needed
- Willing to assist and support colleagues unprompted to promote the overall growth of the business
- Ambitious to develop their skills, take on greater responsibility and grow as part of the Sleeper Media events team
- Keen to build an in-depth knowledge and understanding of the industries we work in.
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