Event Coordinator(s)

7 days left

Reed Exhibitions Limited
20000.00 GBP Annual
28 Jul 2017
25 Aug 2017
Contract Type

Job Title: Exhibition Coordinator
Reports to: Coordinator ManagerBased at: Richmond, Surrey, UK

Reed Exhibitions excels in creating high profile, highly targeted business and consumer exhibitions and events to establish and maintain business relations, and generate new business. Every year we run over 500 events in 38 countries, bringing together over 6 million active event participants worldwide. With over 2,600 employees in 39 offices around the globe we serve 47 industries worldwide. Reed Exhibitions is part of the Reed Elsevier group, a FTSE 100 company.

The Event Coordinator offers vital support throughout the exhibition cycle for the sales, marketing and operations teams mostly through administrative work. They assist with a range of general exhibition duties including but not limited to pre-show administration and managing onsite requirements for all team members.

Key Responsibilities:


  • Sales Admin Support - contracting and amendments for non UK based Sales Team using Salesforce.com

  • Barter Contracting - for all barter agreements made with Exhibitors using Salesforce.com

  • Exhibitor Invoicing - delivery of all invoices to Exhibitors working in partnership with the Credit Control Team

  • Lead Management - monitoring all incoming enquiries and converting them to leads for the relevant members of the Sales Team

  • Reports/Tracker Maintenance - generating, maintaining and managing various reports for Sales, Marketing and Operations Team

  • Frontline Enquiries - handling calls/emails from prospective exhibitors and distributing to the appropriate team member - and diverting any general enquiries to our Customer Service Team

  • Sponsorship Tracking - tracking and recording all VAS items proposed and sold - monitoring fulfilment and ensuring that we deliver each item successfully

  • Arranging Travel and Accommodation - booking travel and hotels for team members for client visits, competitive events and own event

  • Managing Team Leave - monitoring and recording all annual leave and sickness for team members

  • Meeting Administration - scheduling team meetings, composing agendas/minutes when required

  • Team Projects - assisting with projects such as team days, exhibitor days, steering committees and press days etc.

  • Event Edition Setup - collating legal papers including addendum, rules and regulations and indemnity documents as well as the logo for the next event edition - uploading all contents to a local server for viewing by Exhibitors

  • Team Supplies - auditing and ordering team supplies including stationery, food and drink for onsite etc.

  • Post and Shipping - managing all outgoing and incoming post for the Sales and Marketing Team

  • Content Proofing - assistance with proofing of marketing content and Exhibitor Directory

  • Floor Plan Audits - working alongside the Sales and Operations team to ensure rigorous audits of the floor plan and Exhibitor Lists are carried out frequently on the lead up to an event

  • General Admin - printing, filing etc


  • Sales Office/Lounge - setting up and coordinating this busy area during the exhibition

  • Rebooking Support - contracting onsite using automated or manual contracting systems - and managing all incoming booking forms/enquiries

  • Coordinating Team Arrangements - including booking meeting rooms, arranging team/client dinners etc.

Ideal Candidate Profile:

A highly driven, enthusiastic and organised professional who can demonstrate:

  • A degree/qualification related to events or previous experience of working within the events/exhibitions industry

  • A strong ability to organise and prioritise workload - and demonstrate a solid competency for multi-tasking

  • A high level of computer literacy, including Outlook, Excel, Word, PowerPoint and preferably any online sales/marketing tools and systems

  • The ability to work in a fast-paced environment and remain calm when under pressure

  • They are committed team player who also has the ability to work independently and take the initiative

  • Strong communication skills - articulate verbal and written capabilities - with the ability to communicate with many different nationalities and cultures

  • Accuracy and attention to detail

  • The ability to embrace change and an enthusiasm to participate in a culture of continuous improvement in all areas of their work

  • A confident common sense approach to problem solving and is quick to understand who/what is required to solve any issues

  • A positive, enthusiastic and proactive approach to their role and responsibilities on a day-to-day basis