• Event Manager - HSJ Events

    Job Locations UK-London
    Posted Date 1 week ago(1 week ago)
    # of Openings
    Wilmington Healthcare
  • Company Outline




    Wilmington Healthcare is an unrivalled, single healthcare data, education and information resource with outstanding analytics capabilities. We provide our clients with market leading insight into local health economies, complemented by increased access to senior health stakeholders and the wider NHS which results in effective and actionable insights.

    Wilmington Healthcare comprises Wellards, Binley’s NHiS and HSJ.


    Main Purpose of Role

    The key purpose is to manage HSJ’s portfolio of pre-defined events which include large scale congress (750+ attendees), residential summits (100-200 attendees) and 1-day forums/conferences (100-200 attendees) on time, within budget, and to the required standard – ensuring that brand values are met, and that we offer an exceptional customer experience on the day to ensure retention.  The individual should have exceptional attention to detail, a creative eye, ability to work on multiple events at the same time, a logical thinker and a great communicator.


    The role will be an integral part of the event team for allocated conferences/ summits/forums delivering all logistical aspects.  Building strong relationships with HSJ editorial, sponsorship & sales teams and gain an understanding of the brand values and key drivers for the events and how operations impact on achieving their goals, specific tasks include:  


    Speaker management

    • Managing speakers once confirmed on the programme, obtaining biographies and photos for use on websites, providing event information, dealing with queries, chasing for presentations, arranging any travel, accommodation or fees necessary. Regular communication with other relevant departments (e.g. production and sponsorship) on event format and communicating any changes clearly and concisely as necessary
    • Provide on the day support and briefings to speakers on their arrival so that they understand what is expected, assist with queries and troubleshoot any issues as they arise
    • Manage post event speaker details, processing invoices and fee payments in a timely manner

    Delegate management

    • Delegate management, sending out confirmation of bookings, answering queries and acting as main point of contact for all attendees
    • For events that require delegates to sign up to sessions in advance, create the form and send to attendees, collating the responses ensuring that any sessions with low attendance are flagged to the producer
    • Send out pre-event text messages to all attendees who have provided mobile numbers for this purpose
    • Produce all administration documentation, including name badges, delegate lists, sign up sheets etc

    Sponsorship management – for forums/congress only

    • Work with spex account managers and their clients from the time of signed contract to post event, ensuring that all contracted deliverables and sponsor objectives are met, and the business relationship is closely managed to guarantee repeat business
    • Obtain logos, profiles, adverts for event guide and any other collateral required for the event
    • Provide sponsor manual that includes all information, timelines and event details to ensure clear communication is maintained pre/during/post event
    • Work to exceed sponsor expectations and delight all their attendees by providing a first class on the day experience

    Supplier Management

    • Venue management – once venue has been confirmed, arrange POs and pre-payments in line with terms and conditions from the venue. Make notes of release dates for any additional spaces and bedrooms not within the original contract
    • Organise site visits with key members of the team to do a customer journey walk through, to ensure that the event will flow from space to space. During site visits, outline the signage and branding plan
    • Provide full brief to the venue that outlines timings, running order, set up requirements and our event expectations so that the communication is clear from the start of the planning
    • Provide final numbers, rooming lists, seating plans, diet and additional requirements that our customers have indicated, ensuring that we do not go over the numbers within the budget
    • On the day venue liaison, acting as main point of contact for the venue, signing off additional charges on the day (in line with budget) and ensuring that a high level of service level is always provided by the venue
    • Provide AV and production suppliers with event brief so that staging and AV can be designed and agreed and ensure that everything is on brand, all sponsorship is profiled correctly, and the event requirements are met
    • Set up site visits with Production company to walk through staging and branding plan to ensure that they fulfil the brief
    • Create and provide briefing documents and manage the supplier relationships for event guide design, signage and branding plan and any event technologies that are being incorporated to the event

    On the day management

    • Undertake health and safety risk assessments on the day and throughout the event
    • Overall responsibility for management on the day, create staff plans and briefing documents, run the pre-event staff briefing so those working at the event are clear on their roles. Hire additional staff as required from the chosen agency and ensure that they are briefed in advance of the event. Produce all the business continuity documentation

    Post event

    • Carry out post event feedback, collecting Net Promoter Score (NPS) for each allocated conference. Work towards improving scores year on year by providing excellent customer experience at all times 
    • Carry out debrief calls/meetings with supplier to outline what worked and what can be improved
    • Provide operational successes and improvements for future years to the producer ready for the debrief meeting to ensure that continual improvement is achieved each year

    Financial management

    • Overall P&L responsibility of cost management and reporting to ensure that all estimates are recorded correctly and that budgets aren’t exceeded. Use negotiations skills to ensure that
    • the best prices are given and look for ways to reduce costs whilst never compromising on the quality of the event
    • Update event P&L with all the venue charges, expected numbers and revenue
    • Reporting final costs, updating budgets, processing final invoices and closing purchase orders to ensure that all charges match the estimates and flagging where there are discrepancies
    • Outline any accruals for each event before month end. Ensure that all invoice numbers and payment dates are also updated to the file
    • Assist the Head of Operations to provide new budgets for future financial years based on actual costs from the previous year

    Additional responsibilities

    • Report to Head of Event Operations key issues and performance of up and coming events so that the information can be discussed at weekly management meetings
    • Defining and updating logistics processes to deliver highest standards of customer service for all speakers, sponsors, delegates and internal customers
    • Attend other HSJ & Wilmington Healthcare events that the role isn’t necessarily working on to assist with on the day delivery. This may require UK travel and overnight stay
    • Carry out additional tasks as requested by Head of Event Operations, Director of Events which facilitate and support the growth of Wilmington Healthcare, which may not be specified in your job description

    Skills and Experience Required




    Passionate; self-starter; go-getting; ambitious; curious; great communicator; high personal integrity. Candidates should also display elements of Wilmington values: Enabling, Enhancing, Collaborating and Innovating


    Qualifications & Experience

    • 5 C grades or above of GCSEs to include English and Maths
    • Minimum 3-years’ experience within an event executive or similar role  
    • Experience within an event company would be an advantage
    • Excellent interpersonal skills
    • Computer literate
    • Must be familiar with general computer use including Microsoft word, excel, PowerPoint and Outlook. SharePoint would be an advantage
    • Salesforce knowledge an advantage
    • Marketo knowledge an advantage


    Skills and competencies

    • Excellent, demonstrable attention to detail
    • Excellent customer services and focused
    • Teamwork, partnership and collaboration
    • Willingness to learn and ambitious
    • Creative eye, able to visualise concepts
    • Multitasking, the ability to manage multiple priorities at the same time
    • Problem solver can use initiative


    Personal attributes

    • Organised and orderly, can follow and create processes
    • Adapts well to change
    • Self-motivated
    • Positive and enthusiastic
    • Remains calm and professional under pressure
    • Great communicator
    • Curious, happy to ask questions at all levels of the team





    We are focused on ensuring that Wilmington remains a great place to work. We value our people and we continue to invest in their career development. We encourage learning, and career opportunities are possible across all Wilmington companies

    “We are committed to equality, equality of opportunity and valuing diversity”





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