Events Executive

Overview

About Haymarket:
Haymarket is a successful international specialist media company. We have over 60 market-leading brands in the consumer and B2B markets across the UK, US, Asia, India and Germany, connecting people and communities across digital, print, festivals, awards, conferences, and exhibitions.

Role summary:
This role is a development and support role reporting into a Senior Events Manager and working with the wider team and project stakeholders.

The events calendar is composed of Awards, Conferences, Forums and industry networking events for Haymarket brands and select clients. The team is a busy events division running up to 65 events a year. You will also work closely with the other Events Coordinators, Executives or Event Managers where necessary.

The role is expected to be 60% portfolio based running 3 - 4 events depending on the size of the project, these are expected to be smaller, less complex, more editorial focused projects, with the remaining 40% of the role will be support based for the team and your line manager.

Multitasking and managing the support elements of the role will run alongside the portfolio product aspects of the role.

As an event executive you will be responsible for the complete end-to-end project management of each of the events in your portfolio, it is expected that you will need help and guidance on the role as it is a developmental opportunity. The role would include elements such as budget/financial management, event timelines, event microsites (design and content), marketing (design, content and delivery), all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, venues, suppliers, entrants, attendees, delegates, sponsors and any other key stakeholders (including marketing and telesales).

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.

As an events executive you will also be a support for the wider team on more administrative tasks where needed across the portfolio, this may mean helping with a Forum, Conference or an Awards.

An events executive must also understand the Company Vision and Values, and apply their principles at all times.

The following list of responsibilities is not necessarily exhaustive, nor definitive, but serves to help you understand the nature of the role. The role would be more office based and less onsite as the projects are more likely to be editorially focused rather than full hybrid/ in person events.

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 entries, table bookings and delegates (if applicable) and reconcile all revenues with the event management system and management accounts.
• Resolve any queries arising from bookings both with the relevant client and the relevant accounts team internally.
• Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.

Operational/Administrative

• Maintaining effective working relationships with internal events, editorial 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.
• Responsible for programming of the relevant online booking process for each event on our entry management system (Evessio or similar).
• 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.
• If required, help secure judges or speakers for an event.
• Be the point of contact for event sponsors, judges or speakers regarding their involvement in any project.
• Process all entries, building a database of entrants using Evessio software, compiling a master set of all entries and judging folders containing edited sets of entries.
• Coordinate, plan and oversee the judging of awards events from facilities and catering, to the judging.

Marketing

• Responsible for updating information and content on the event microsites working with the marketing team.
• Coordinate activity prior to the launch of the marketing campaign for each project and to ensure that the activity is executed timely and correctly in-conjunction with the timeline of the event, working where appropriately with the brand and our Marketing and Telemarketing…