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Senior Conference Manager

Posted on: Thursday 18th February 2021

About In Conference Ltd
In Conference has been managing large national and international conferences for the medical, academic and life sciences sectors throughout the UK, Europe, North America and Asia for over 30 years.

We specialise in delivering face to face congresses, hybrid and fully virtual events and have offices in Edinburgh and Glasgow, although for the time being all employees are working from home. We are very proud of the fact that we have been working with some of our clients for over 25 years and our portfolio includes many major Associations and Societies for whom we deliver their annual or bi-annual congresses as well as offering a full Association Management service.

Our team philosophy is to go the ‘extra mile’ for our clients and to bring new ideas to the table at every opportunity to ensure our events are delivering value for money and clients retain us year on year.

Job Description
This position requires a meeting professional with a minimum of 5 years at a senior level with a proven track record of managing high profile conferences and trade exhibitions in the UK.

Working to tight deadlines over several projects at a time, you will be an experienced multitasker who can prioritise workload and always be one step ahead of the project timeline. Core duties of this position will include:
• Sole responsibility for a portfolio of major conferences and exhibitions to be held in the UK an overseas.
• Ability to work closely with senior Academics and Scientists from around the world and provide strategic guidance.
• Develop a comprehensive Project Plan and ensure all milestones are met within agreed timescales.
• Preparation and management of the conference budget and monthly forecasts and advise of corrective actions as required
• Prepare and execute a Marketing Plan and ensure the accuracy and quality of all print/web/social media materials
• Actively explore with each client how to improve processes and programmes to generate increased attendance and achieve budget goals.
• Identify and negotiate with conference meeting and social venues, caterers, entertainers, technical support staff and all other third party suppliers to ensure the highest quality of service and best value for money.
• Develop a sponsorship outreach plan for each event and negotiate sales packages with industry and other partners who support each conference.
• Explore other income generating streams eg identifying new exhibitors/sponsors, negotiating collaborative deals with associated events or societies etc
• Manage and train a small team of Conference Executives and Delegate Administrators who are shared with other Senior Managers.
• Manage all aspects of the project on site ensuring all aspects of Health and Safety are implemented and staff and suppliers deliver services as contracted.
• Manage all aspects of the project for virtual/hybrid delivery of the conference to include but not limited to technical support, delegate material delivery and sponsors participation.
• Prepare a post-event report, summarising key statistics and timelines and recommendations for improvement in process/procedures for future meetings.
• Represent In Conference in any environment, including preparing and delivering presentations, chairing meetings, planning and executing site visits and attending networking events as agreed with the Managing Director.
• Assist where necessary on other projects, during the planning stages and/or onsite to support colleagues

Retaining Clients & Development of New Business
As we have been retained by many of our clients for several years, it will be your responsibility to ensure that these relationships are maintained to the same high standards.

Similarly, with new clients your aim should be to provide such a high quality service that they are encouraged to use us for future meetings, as well as recommending us to their colleagues.

At least 10% of your time should be devoted to exploring new business opportunities. This will include preparing bid documents, researching opportunities to tender for related conferences etc.

Key Skills
• Efficient multi-tasker and ability to work under pressure.
• Can demonstrate experience of managing large conferences at a senior level, preferably as a PCO or working in-house for an Association.
• Experienced Project Manager with excellent written and oral communication skills.
• In depth knowledge of budgeting and financial acumen.
• Experienced contract negotiator with venues and suppliers.
• Experienced in managing and delivery of Virual/hybrid Events.
• Focus on ensuring that each project is meeting the financial targets for In Conference.
• Ability to work outwith normal 9.00-5.00pm office hours and to spend several days at a time away from home.
• Flexibility with holiday arrangements/personal commitments so that you are able to attend all our conferences as required.
• Strong presentation skills and professional appearance at all times.
• Experience/knowledge of registration software platform ‘EventsAir’ or similar.
• Fluency in other languages is an advantage.

Salary & Benefits
• Salary is commensurate with experience.
• We are happy to talk about a flexible working pattern as well as remote working.
• Immediate start.
• Contributory company pension scheme.
• Additional week’s leave after 5 years of continuous service.

Selection & Interview Process
We expect a high response to this posting, therefore only applications that include a cover letter or short video explaining what makes you suitable for this position will be considered.

If selected for interview, you must be able to prove that you have the right to work in the UK if requested.

Due to current COVID restrictions, interviews will be held via ZOOM and we will ask for references for any shortlisted applicants.

Closing Date: 5th March 2021

Applications should be emailed to: Margaret Sherry, Founder & Managing Director:

Download Document: Senior_Conference_Manager_15.2_.21_.pdf (133.2 KB)


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