Event Executive

Job overview

The Event Executive is responsible for planning, coordinating, and delivering a diverse portfolio of external training programmes and events on behalf of the Trust. This role ensures the smooth and efficient operation of the department by managing events of varying scale and complexity, from small specialist workshops to large-scale conferences and exhibitions.

The post holder will organise and implement a range of programmes, including two-day industry-supported preceptorships, academies, short courses, visits, and workshops for groups of 25–50 delegates, as well as annual five-day conferences and exhibitions hosting 150+ delegates. Responsibilities include end-to-end event management, logistical coordination, stakeholder liaison, delegate management, supplier coordination, and on-site delivery to ensure high-quality participant experiences.

Working closely with internal teams, external partners, and industry representatives, the Event Executive will ensure that all events are delivered on time, within budget, and to agreed standards, contributing to the Trust’s reputation for excellence in professional development and training in healthcare.

Main duties of the job

• Event Management: face to face, virtual and hybrid courses
• Operations Management
• Finance Management including budgets, raising PO's, Invoices, Reporting
• Training and Course Materials
• Communication Skills
• People Management
• Analysis and Evaluation

More details on the above can be found on the job description

Detailed job description and main responsibilities

Event Management

• To provide administrative and logistical support for a range of larger external training events and industry supported courses run by the department annually
• To work to agreed deadlines and budgets, with events often agreed at short notice and involving high profile international speakers and delegates. This requires working on several events at any one time, often with complex briefs
• To assist in the co-ordination of the logistical aspects of events, such as speaker liaison, programme updates, internal room bookings and health and safety (in relation to current legislation)
• To work with clinicians and subject matter experts to ensure all training materials are received to agreed time scales. To prepare pen profiles of speakers and ensure relevant information on the Trust is included in the course materials. To collate and prepare the course materials for each event, and ensure they are printed according to house style guidelines and branding requirements
• To prepare name badges, delegates manuals and packs, certificates of attendance and evaluation forms for each event, in line with branding guidelines
• To prepare event app usage for larger events, liaising with app provider, Marketing Manager and sponsors
• To ensure signage is appropriate for each event, including banners, door signs and registration area etc.
• To help in the running of events on site, handling any queries or issues that arise from delegates, speakers and sponsors to ensure the event runs smoothly
• To prepare project plans to monitor and report on progress
• To help set up the registration desk and register delegates and speakers as they arrive, dealing with any queries that arise
• To prepare staffing documents for support staff at events
• To provide support to delegates registered for a programme to ensure they have the information they need to attend the course. E.g. to assist with information on hotel accommodation, travel requirements, visas, dress code, as well as answering questions about the course eg level, content and format
• To assist in collating all information post event, from the evaluation forms and prepare a report for each event. In conjunction with the Event Executives to prepare an event debrief report for discussion with the relevant department, in order to continually improve the service we provide
• To work with external organisations as required for design and production of event materials including signage and course manuals. To develop and maintain good relationship with dept’s in the Trust including education and training, IT, hospitality
• To contribute to the smooth running of the department by keeping up to date records on progress and dealing with enquiries and general requests by email, telephone, mail or in person both from within and outside the Trust. The postholder will also be required to set up events on the online booking system (Eventbrite)

Please see attached Job Description / Person Specification for full responsibilities