Events Co-ordinator

Overview

We are looking for an experienced, enthusiastic and motivated Events Coordinator to join our Planning Team in organising a three-day hybrid diocesan conference that will take place in September 2022. This will be a large-scale conference with potentially 1000+ attendees consisting of Clergy and Lay leaders in the Diocese of Southwark.

Working closely with the Diocesan Project Co-ordinator and the Conference Lead you will undertake the end-to-end logistical planning for our three-day hybrid conference as well as be responsible for venue liaison, supplier liaison (AV, Catering, Photography), overseeing delegate registration, exhibitor liaison, sponsor liaison, on-site event co-ordination including venue arrangement, room allocation, coordinating the evening social  and leading on post event evaluation.

Main Responsibilities

• Working with the Conference Lead and Planning Team to design and implement a detailed event day schedule (including the pre-event day), coordinating the activities of all departments/teamsto ensure smooth running on the day
• Coordinating and overseeing Conference rehearsals
• Working with the venue and the Planning Team to allocate seminar rooms ensuring maximum and appropriate use of the building is achieved.
• Liaising with the venue and other agencies to ensure hospitality and venue design needs are met
• Contributing to the recruitment, training, and briefing of conference stewards/volunteers
• Coordinating the conference exhibition including booking varied exhibitors and coordinating their arrival times, locations, and requirements etc
• Overseeing the delegate registration process, ensuring the registration page is set up correctly, monitoring responses, following up non responders and sending reminder emails
• Liaising with invited speakers, guests and vendors providing timely updates as needed.
• Coordinating the virtual element of the conference including setting up the Zoom meetings & webinar, organising demonstrations for speakers and users, creating troubleshooting guides and maximising the hybrid feel for those online
• Undertaking administrative tasks including answering conference related queries, contributing to preparing funding applications, ensuring deposits and invoices are paid in a timely manner, collating, and distributing delegate packs and providing administrative support to the Conference Planning Team as required
• Attending conference planning meetings with internal adn external partners, taking notes, and following up on tasks.
• Contributing to event evaluation and assisting with post event thanks to attendees and vendors
• Providing project and pro-active support to other members of the conference planning team where required and keeping everyone up to date on plans and progress.

The Ideal Candidate

You will need to have a minimum of 1 year of experience planning, coordinating, and delivering events while working as a team member and with various stakeholders. You should be proficient in MS Office, particularly Excel, and confident with online platforms like Zoom and Eventbrite. In addition, you will have an adaptable and flexible approach with a positive "can-do" attitude and have a confident and friendly manner with excellent oral and written communication skills.

About us

The Diocese of Southwark, founded in 1905, forms part of the Province of Canterbury in England and is part of the wider Church of England, in turn part of the worldwide Anglican Communion.  The Diocese covers primarily the area of Greater London, which is south of the Thames, together with the eastern part of the county of Surrey.  It is one of the largest dioceses in terms of population and parishes as well as one of the most diverse.

The Diocese covers fifteen Local Planning Authorities (in part or wholly).

The Diocese seeks to be a Christian presence and to share the Christian faith in each of its parishes through the mission and ministry of its clergy, congregations, schools and chaplaincies and works to promote the common good, with a particular concern for those most in need.