What the role involves

Reporting to the Head of Events, the Freelance Event Manager is responsible for working with the team to ensure effective delivery of both client and Don’t Panic owned events, in the UK and internationally.

Skills & experience

Responsibilities include:

• Ongoing client liaison and managing events and accounts as agreed with The Head of Events
• Deliver high quality levels of customer service in keeping with the Don’t Panic brand and ethos
• Create and manage event budgets across all projects maximizing income and minimizing expenditure to create profit for our clients and Don’t Panic
• Work with the sales team to maximize income through ticket sales, entry fees and sponsorship
• Negotiate agreements with suppliers, venues and subcontractors to secure hires, products and services at the lowest cost while maintaining the highest quality
• Work closely with clients / the Don’t Panic team to define event objectives and create and deliver appropriate event solutions
• Manage communication between clients, the agency and suppliers to ensure effective event delivery
• Source and secure venues and catering at the best possible rates and at appropriate minimum numbers on favourable terms including production of venue search reports
• Source, manage and deliver event infrastructure including AV, branding and entertainment ensuring the highest quality is delivered to our clients at the best prices possible
• Work with clients / Don’t Panic team to source hosts and entertainment as required
• Manage all event bookings in accordance with procedures and in an accurate manner including reconciling payments ahead of shortlist announcements or event dates
• Managing ongoing host/speaker liaison including creation of briefing notes, booking of travel and accommodation at the best possible rates
• Manage sponsor liaison to ensure sponsorship packages are delivered and managed effectively
• Work with the Directors, designers and subcontractors to develop branding and marketing materials including websites and event collateral
• The preparation of RAMS, Event Plans, Emergency Procedures as required – to be signed off by The Head of Events
• Produce effective project plans, identify tasks, manage execution and delivery, and ensure milestones are achieved
• Supervise and manage the creation and distribution of event briefing documents
• Supervise and manage event bookings, ticket sales and registration to ensure a seamless delegate booking experience, accurate records and provide high levels of delegate liaison
• Manage the production of presentations and scripts to ensure professional event delivery
• Supervise, direct and co-ordinate the activities of staff, subcontractors and participants as required to successfully execute all aspects of the event
• To lead and manage face to face or remote judging sessions for events
• Source relevant and influential judges to form an independent judging panel for each event
• Showcall independently at live events
• To check entry submissions ensuring all the relevant details have been provided and chase any outstanding information required
• Manage trophy orders and queries in relation to trophies
• Identify virtual solutions for events and deliver high quality online award ceremonies
• To ensure the smooth running of international events and ensure all considerations are met i.e. visa’s, permits, insurance
• Deliver thorough meetings prior to event launch to ensure events launch on time and all information required for the launch has been distributed to the relevant departments
• Deliver effective post event evaluation with all client and Don’t Panic events to censure effective continuous improvement

What you need to apply

• University degree or relevant work experience
• 2-3 year’s event management experience, ideally within an agency
• Proven negotiating skills with subcontractors
• Ability to develop professional relationships in all aspects of the position that resulting in stable, consistent, reliable and courteous communications with all parties
• Ability to multitask across numerous complex projects with varied deadlines
• Ability to effectively project manage complex jobs
• Ability to work independently and remotely at times
• Excellent organisational, planning and project management skills
• Proven ability to take direction to develop and deliver exceptional events that achieve both Don’t Panic and client objectives
• The ability to work effectively with the wider event team and support on additional team projects as and when required
• Proven 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
• The ability to operate under pressure and meet tight deadlines
• Ability to pivot from live to virtual events as and when required and adapt well to changing situations
• Experience of working in a fast-paced environment
• Ability to use quick thinking and initiative to find appropriate solutions to problems
• Ability to showcall
• Driving license and access to a car
• Willing to travel and flexibility around working hours
• Awards experience