Event Executive – Exhibitions

Reporting to The Head of Events and Event Management team, the Event Executive is responsible for supporting the Exhibition team with administration, project management and event delivery to assist in effective event delivery for three large exhibitions and the on-site delivery of Don’t Panic owned events.

Responsibilities include:

  • Deliver high quality levels of customer service in keeping with the Don’t Panic brand and ethos
  • Liaising with all exhibitors and building relationships and up-selling additional services across the three shows.
  • Responsibility to minute and distribute all actions for meetings
  • Accurately record all activity and clean databases as required
  • Negotiate agreements with suppliers and subcontractors to secure hires, products and services at the lowest cost while maintaining the highest quality
  • Assist the Don’t Panic team to create and deliver appropriate event solutions
  • Manage communication between clients, the agency and suppliers to ensure effective event delivery
  • Source, manage and delivery of event infrastructure including AV, branding and entertainment ensuring the highest quality is delivered for the exhibitions
  • Support the Events team to create compelling, engaging content, sourcing speakers and entertainment as required
  • Managing ongoing speaker liaison including creation of briefing notes, booking of travel and accommodation at the best possible rates
  • Assist with financial administration such as payments, invoicing / collection of income / chasing payments to secure best possible prices and reduce non-payments and help aid cash flow
  • The preparation of Risk Assessment Method Statements, Event Plans, Emergency Procedures as required – to be signed off by an Event Manager
  • Contribute to producing effective project plans, identify tasks, manage execution and delivery and ensure milestones are achieved
  • Manage the creation and distribution of event briefing documents
  • Manage Fast pass bookings, ticket sales and registration to ensure a seamless delegate booking experience, accurate records and provide high levels of delegate liaison
  • Accurately complete time sheets on a weekly basis
  • Deliver effective post event evaluation with all clients and Don’t Panic events to ensure effective continuous improvement
  • Any other duties in keeping with the position

Job Requirements

  • University degree or relevant work experience
  • Ability to develop professional relationships in all aspects of the position that resulting stable, consistent, reliable and courteous communications with all parties
  • Ability to multi task across numerous complex projects with varied deadlines
  • Ability to effectively project manage complex jobs
  • Ability to problem solve and work independently
  • Excellent organisational, planning and project management skills
  • Proven ability to take direction and input and develop and deliver exceptional events that achieve both Don’t Panic and client objectives
  • Ability to prepare accurate budgets and manage expenditure
  • High level of written and verbal communication skills
  • Excellent attention to detail
  • Strong IT skills including Microsoft Office, Keynote and social media channels
  • Effective time management skills
  • Driving licence and access to a car
  • Willing to travel and flexibility around working hours

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