ARMA (UK) is the professional association for research management in the UK. We represent research leaders, managers and administrators, offering professional development and opportunities to build networks, knowledge and skills.
We are looking for a Conference and Major Events Manager to lead on the delivery of our successful annual conference and other major events.
The role includes, but is not limited to, project management, budgeting and financial management, marketing and promotion, sponsorship and exhibition sales/ coordination, venue selection and contracting, supplier management, speaker liaison, abstract management and delegate administration.
This role will work closely with our Head of Membership Engagement, the chair of Conference and Conference Working Group to deliver an excellent programme and outstanding delegate experience. The role holder is also responsible for managing the relationship with our appointed Professional Conference Organiser (PCO).
Main Responsibilities
We have identified the following as the core responsibilities for the role
Planning and Coordination Event Planning: Develop comprehensive plans for each conference,
including timelines, schedules, and task lists.
Venue Selection: Research, select, and book appropriate venues that meet the needs of the event and attendees.
Budget Management: Create and manage event budgets, ensuring all activities are within financial constraints.
Logistics and Operations Supplier Management: Identify, negotiate with, and manage relationships with suppliers (e.g., catering, AV services, decorators).
Accommodation and Travel: Arrange travel and accommodation for speakers, staff and volunteers.
PCO Management: Oversee the relationship with our appointed PCO. Re-tender on a regular basis to ensure good value for money.
Programme Development Content Creation: In conjunction with the Conference Working Group, develop and manage the event programme, including selecting and coordinating speakers, sessions, room allocation and activities.
Speaker Coordination: Communicate with speakers and presenters to ensure they are prepared and have the necessary resources and guidance.
Schedule Management: Create detailed schedules for all event activities and ensure adherence to timelines.
Sponsorship and Exhibitor Management: Identify and secure event sponsors and exhibitors, managing and evaluating the resulting relationships.
Conference Working Group: Organise and facilitate meetings of the Conference Working Group, including setting dates, agenda, issuing papers and minuting meetings.
Marketing and Promotion Event Marketing: Develop and implement marketing strategies to
promote the event and attract attendees.
Collaboration with Marketing Team: Work with the Marketing Team to design promotional materials, manage social media campaigns, and send email communications.
Registration Management: Working with our PCO to oversee the registration process, including tracking registrations, and responding to enquiries.
Attendee Experience Customer Service: Provide excellent customer service to attendees before, during, and after the event.
Feedback Collection: Collect and analyse attendee and contributor feedback to improve future events.
Networking Opportunities: Create and facilitate opportunities for attendees to network and engage with each other.
Event Technology: Utilise event management software and tools to streamline planning and execution processes.
Virtual Events: Plan and manage any virtual conference offering to ensure a positive experience for remote participants.
AV Coordination: Coordinate audio visual requirements and ensure all technical aspects run smoothly.
Innovation: Stay up to date with the latest innovations in conference and event management.
Health and Safety: Ensure compliance with health and safety regulations, including emergency procedures.
Risk Assessment: Identify potential risks and develop contingency plans to address them.
Insurance: Arrange necessary insurance coverage for the event.
Reporting and Financial Management Reporting: Provide regular and comprehensive progress reports to conference working group, and Head of Member Engagement.
Expense Tracking: Track all event-related expenses and ensure they are within budget.
Financial Reporting: Prepare financial reports and provide insights on cost management and profitability.
General expectations:
• Adheres to ARMA policies and procedures at all times
• Covers for other members of the team as necessary
• Is proactive in reviewing and evaluating own performance and identifying and acting
upon areas for improvement and development
• Undertakes, as required, any other duties compatible with the level and
nature of the post and/or reasonably required by more senior members of
staff
• Is willing and able to work outside of normal office hours on occasion (where
TOIL will be granted)
• Is willing to work flexibly in response to changing organisational requirements.
• Attends and participates in team meetings and other meetings as required
• Is willing and able to travel within the UK, on occasion, including overnight stays.
To apply for this role
