Delivery Coordinator

At Informa, we’re passionate about knowledge and connections.

We're here to help businesses and professionals all over the world to learn more, know more and do more.

And we do that in many ways: creating and delivering specialist content, expert research, powerful live events and exciting on demand experiences, digital platforms that connect innovators with funders, data-driven services that help businesses find new customers and reach bigger audiences, and more.

Reporting into the Operations Manager, the Event Operations Coordinator will be an entry level role giving you the opportunity to become highly skilled in delivering best in class hybrid and physical events across vertical and teams. This will be a varied role giving exposure to all aspects of event delivery so you can see how an event moves through its life cycle from research and planning to delivery and evaluation.

Opportunity to travel to events will be available as part of this role to support the running of the event in an efficient and effective way.

Success in this role will be delivery of high quality, cost-effective and sustainable event experiences to agreed KPIs and achieving ongoing product improvement reflected in customer satisfaction and NPS scores. This position is best suited to a creative, self-motivated and confident individual who has a strong ability to multitask, is happy to work individually and as part of a team, and who is willing to fully immerse themselves in the events community.

Principal duties and responsibilities:

Pre-event coordination (55%)

• Sponsor and Exhibitor management – including but not limited to: maintain accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, manage collection of sponsor logos, oversee registration of contracted passes via InFront, EV2 or other system
• Act as main sponsor/exhibitor liaison, answering questions and fulfilling requests
• Maintain strong customer service with response times set at less than 24 hours
• Create and send scheduled newsletters, reminders and other communications
• Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location
• Prepare, proof, organize production and arrange delivery of necessary materials for conference and/or expo onsite documentation
• Organise signage creation and production for smaller conferences
• Work with centrally procured vendors to research and order necessary deliverables
• Help team to ensure all Health & Safety requirements are met
• Help to embed sustainability into every event in line with Informa’s FasterForward approach
• Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions

During the event (20%)

• Travel to in-person events, up to 7 days for load in, live event and break down (approximately 3-4 trips per year)
• Be the main point of contact for sponsors/exhibitors during the event
• Arrange, set up and manage pre-planned details and requests from sponsors/exhibitors
• Manage onsite requests from sponsors/exhibitors

• Complete and comply with onsite Health and Safety procedures

Post-event admin (10%)

• Distribute presentation material and/or recordings from the event for attendees
• Check and manage payment for event material invoices in a timely manner
• Communicate final sponsorship costs with Operations Lead
• Fulfil any post-event sponsorship deliverables as necessary

Other(15%)

• Coordination with the Digital Delivery Team of digital products as required for hybrid events
• Performance of special projects in collaboration with other teams as requested
• Attend training as suggested by Manager

• 1-2 years’ experience coordinating events, preferably in-person conferences and exhibitions
• Strong communication skills, with the ability to flex as appropriate and build strong relationships both internally and externally
• Excellent time management and organizational skills including the ability to plan business projects, prioritize and handle multiple tasks
• The ability to proactively manage responsibilities and checklists for the event
• A team player who is willing to pick up duties outside of the described role
• An active listener who is always looking to exceed customer expectations
• The ability to travel domestically and internationally when conditions allow
• To be:
  • Process-driven and detail-oriented with excellent written and verbal skills
  • Ambitious, energetic, positive and inquisitive, constantly looking for the upside and ways of making things better
  • Able to generate ideas, bring these to the table with confidence and deliver them through
  • Charismatic and passionate, able to inspire others
  • Determined and driven, happy to break through barriers and challenge the status quo
• The pay range for this position is $50,000 - $60,000 depending on experience
• This posting will close on 4/1/2024

Why work at Informa

Employee experience is very important to us at Informa. On top of joining a supportive, diverse and ambitious team that welcomes all types of candidates. We are also flexible with different working patterns and prioritizes promotions internally. Our benefits include:

• Learning and development plan to assist with your career development
• 15 days PTO plus 4 days for volunteering and a day off for your birthday!
• Competitive Benefits
• Paid parental leave
• Work with a high quality of specialist products and service
• Bright and friendly staff who are all “expert’s experts” and additional training and development for helping you achieve your career aspiration

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.

See how Informa handles your personal data when you apply for a job here.