Associate Conferences Manager

Description

The Associate Conferences Manager organizes all aspects of Bloomsbury’s Academic & Professional conferences in the US and Canada, including BDR. This role optimizes Bloomsbury’s brand presence and the smooth running of conferences globally, to budget. It supports A&P’s strategic objectives, including commissioning goals, branding and sustainability.

• Negotiates with conference organizers to reserve exhibit space by required deadlines in order to obtain best possible rates and booth location.
• Maintains contracts for 3rd party exhibitors like Scholar’s Choice, Library of Social Science and Combined Book Exhibit, liaises with conference stakeholders on what books and supplies to send and arranges and tracks shipments.
• Books any program advertising for conferences, liaises with conference stakeholders on creation and design through submission.
• Schedules and leads planning meetings for larger conferences so our presence meets specific goals and objectives.
• Provides information to marketers to help build product lists and maintain historical market intelligence.
• Maximizes prominence of Bloomsbury brands in accordance with branding guidelines and ensures consistent branding across all conferences.
• Works closely with marketing, stand builders and design team (where required) to maximize stand design and layout.
• Oversees the booking of relevant furniture, and AV/tech equipment as required, based on the type of booth and volume of product.
• Orders conference supplies: signage, table drapes, book stands, toolkits, etc.
• Provides support on marketing activities such as receptions, sponsor ships and book signings as agreed with internal stakeholders.
• Ensure editors/meeting attendees are fully briefed on conference details and logistics before attending a conference.

• Coordinates the ordering, delivery and return shipment of Bloomsbury-owned equipment and products in a cost-effective manner, dealing directly with external vendors and conference organizers and completing all related administration tasks and paperwork by required deadlines.
• Maintains tracking of all conference-related materials shipped to conferences to meet the required deadlines.
• Accurately maintains information on exhibition database to facilitate planning and management of the global conference schedule.
• Ensures global stakeholders are kept informed on all aspects of the conference execution process including full list of products being sent to the show, out of stock titles and price list production.

• Occasional conference attendance as required.

• Advises internal stakeholders and manager if exhibit costs will exceed allocated budget and identify opportunities for cost savings.
• Codes and processes all invoices and credit card expenses on time and keep budget information on exhibition database up to date. Monitor expenditure with ongoing tracking against budget for all conferences and report on costs as required.
• Assists with annual budgeting process.

• Contributes to projects related to continuous improvements in conference workflows and operations for global conferences.

This is not meant to be an exhaustive list of duties. The need for flexibility is required and the job holder is expected to carry out any other related duties that are within the employee’s skills and abilities whenever reasonably instructed.

• Extensive experience managing conference schedules, and organizing and attending conferences, ideally in an academic and/or professional publishing environment

• Excellent project and time management skills
• Excellent attention to detail
• Ability to think on feet and problem-solve in high pressure situations
• Experience tracking budgets and maximizing ROI
• Demonstrable mindset of continuous improvement and solutions-based thinking

• Liaising with and communicating with a variety of internal stakeholders
• Training/presentation experience
• Excellent oral and written communication skills

• Use of systems and tools (e.g. databases, work/project management…