Events Manager

2 weeks ago


Johannesburg, South Africa Europa Organisation Africa Full time

**Job Title : Events Manager**
**Department : Events**
**Location : Johannesburg**
**Reporting Line : Senior Management**
**Number of Direct Reports : 2**

**Purpose the Job Exists**:
Managing events / projects / congresses from start to finish, including various aspects in the planning and implementation process in conjunction with Management.

**Main Roles and Responsibilities**

**Client Liaison / Committee Management**
- Meeting with clients in order to ascertain their specific needs and requirements and to identify their goals, objectives, specific target audience, sponsorship information and budget, amongst other elements.
- Maintaining open communication with clients and committees in order to ensure that they are kept updated on developments and are provided with accurate feedback on a regular basis.

**Logistics Management**
- Sourcing suitable locations such as conference facilities, accommodation, and hospitality venues. Carrying out site inspections where required.
- Sourcing and maintaining of suppliers and supplier relations including travel & transport, entertainment, audio visual, printers, amongst others.
- Negotiating preferred rates with suppliers and briefing them on requirements.
- Monitoring reservations / bookings / orders.

**Website Management**
- Working with internal and external IT departments and service providers to ensure that website content is constantly updated.

**Registration Management**
- Calculation of registration fees according to budget requirements and project objective.
- Providing functional specifications/guidelines to IT departments/developers for online registration
- Monitoring registrations received through various channels, and ensuring that delegates’ queries and enquiries are dealt with in the most effective manner.
- Manage the on-site registration process.

**Abstract Management**
- Providing functional specifications/guidelines to IT departments/developers for online abstract submission forms.
- Facilitating reviewers with the scoring process by communication score criteria, categories and deadlines for online review
- Liaising with overall abstract moderator regarding final acceptance decisions in order to communicate these to abstract authors.
- Overseeing/managing onsite poster display and assisting judges where required

Page 1 of 3

**Exhibition/Sponsorship Management**
- Development of suitable floor plans through consultation with the venue and / or relevant suppliers.
- Designing and structuring sponsorship and exhibition packages and pricing in order to ensure profitability
- Compile & Circulate Trade Prospectus, Trade Manuals & marketing
- Providing functional specifications/guidelines to IT departments/developers for online exhibition & sponsorship portals
- Assist exhibition manager with the set-up process at the venue and resolve any problems that may arise whilst on
- site.

**Programme & Speaker Management**
- Working in conjunction with the scientific committee to develop a programme - assisting with recommendation regarding timing and overall programme template
- Inviting of key-note speakers and presenters as selected by the committee.
- Assisting with International and local flight and accommodation bookings
- Compiling individual itineraries/final confirmation letters (travel & accommodation arrangements) for out-of-town and international guests and liaising with all speakers regarding technical information for their presentations
- Working with graphic designers to develop the printed programme consisting of all relevant conference/event information.

**Accommodation**
- Sourcing accommodation, negotiating contracts, managing rooming list for Faculty and room allocations.

**Marketing & Design**
- Developing of a marketing strategy, where required, in line with client brief to ensure the relevant audience is targeted and reached.
- Identifying channels for distribution of congress related information in order to ensure optimum awareness is created and commitment. Such as online media sources, information booklets, print adverts and other targeted electronic mediums.
- Briefing graphic designer on the following elements: o Logo design/ Flyers / Eblasts (design / content) / PowerPoint Slide templates/ Pull up banners and signage as well as other marketing elements

**Basic Financial Management**
- Preparing and Monitoring budgets
- Requesting and monitoring supplier invoices and authorising payments.
- Following up on feedback meetings with suppliers and clients to efficiently evaluate the congress for future development and improvements
- Working closely with the finance department in reconciliation of financials after the event and to produce a final

Trial Balance. Including ensuring that commission invoices are forwarded to relevant suppliers.

**Onsite Management**
- Onsite pre-con meetings with venue & suppliers
- Setup of venue, including the exhibition halls, registration areas, conference venues and all associated social e


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