Alpha Events Manager

Role purpose

The role of the Events team within Alpha International is to oversee the organising of Leadership Conference (LC) in‑person, any events around Leadership Conference (including Donor events, Wednesday CEF event, Alpha Staff day, regional satellite events) and London‑based Alpha events across the year (such as Alpha Collective and Experience Alpha).

• Development and execution of the events Day Plan. This is a minute‑by‑minute detailed plan that holds all the information of what will take place at the event
• Gathering technical and logistical requirements from speakers, stream leaders and internal departments; then negotiating this with the IT, Production, Vergers and Volunteers Teams or with an external venue or AV suppliers
• Determining catering requirements and caterer management
• Hiring of any additional venues as required and HTB site logistics
• Attending site visits (for external venues that might be used)
• Hiring of any additional equipment required for the event
• Liaising with the Production, IT, Verger, Worship team and all other internal departments
• Ensuring any legal and insurance tasks are thought about and in place for the event taking place
• Creating floor plans for the vergers to use
• Liaising on interpretation needs are met including BSL
• Liaising regarding speakers and associated tasks including contracts, gifts and accommodation
• Liaising and implementing programme decisions
• Developing and implementing new floor plans and layouts at events
• Ensuring event Health and Safety has been implemented
• Delivery plans
• Any other event related task

• Working closely with the marketing team on the marketing plan and budget
• Steer and monitor social media campaigns, alongside internal creative services teams
• Ensuring all GDPR protocols are followed – keeping the login access tracker up to date
• Overseeing LC app contract and content
• Delegate collateral e.g. packing tote bags

• Volunteer recruitment working closely with the Alpha leadership on this
• Communication with HTB staff as to their specific roles and responsibilities & conducting staff briefings
• Building working relationships with volunteers and team when onsite

• Oversight of the busy Leadership Conference inbox for guest queries
• Creating booking system for taking in person events registrations using an online event platform
• Ensuring the Alpha leadership gets regular booking reports
• Oversight of IT equipment owned by team
• Granting access to systems

• Linking in with Andy Goodwin if any safeguarding issues come up in the inboxes or at the event

• Taking a lead role on several key packages assigned to this role
• Create and maintain comprehensive event documentation
• Writing papers on the different areas for senior management to review as and when is required
• Stay within the budget allocated and make adjustments to event constraints based on financial situation. Looking for ways to save money on all areas you look after
• Developing and implementing new and improved processes
• Holding the Alpha standard on communication in everything we do or send before, during or after the event
• Attend senior leadership meetings to provide updates as an when is required on your different areas
• Managing admin across the event, dealing with sign off, budgets and compiling post event reporting – to take learnings for next years event
• Looking at ways to improve LC year on year by researching competitor events and market knowledge
• Any other event related tasks to support Head of Events

Core behavioural competencies

• Works well with all fellow team members to deliver an excellent service to the whole organisation.
• Is able to adopt a positive attitude to change, even when it is not fully understood, and works hard to find creative solutions.
• Demonstrates high levels of commitment and flexibility; is willing to lay down personal projects for the good of the team.
• Regularly asks for feedback and looks for opportunities to learn from others and continually improve their work.
• Shows awareness and respect for different viewpoints, remains…