Meetings & Events Delegate Co-ordinator

Job Title Delegate Manager

Brand WRG

Location UK: London or Manchester

Reporting to Project Director

Direct report(s) None

A bit about the role …

You will work with one of our main pharmaceutical clients, organising and co-ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience.

This role, which includes national and international travel, will support the Project Manager and designated team in the delivery of the delegate management experience, both pre, on-site and post event. This role can be based in either our Manchester or London offices.

By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings.

We offer an enhanced benefits package including private healthcare.

What will you do …

Delegate and Database Management:

• Set-up and administer event websites. Including collation and inputting of delegate details
• Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation
• Manage delegate requests and communicate programme and logistical information
• Manage attendee communications and associated timelines
• Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
• Manage housing lists based on delegate information and cross-referencing data sources
• Use client-oriented systems where applicable
• Ensure all business for delegate management and communication are met for each programme
• Ensure Project Manager has current database reports, including travel, housing and ground transportation, for client meetings and project management
• Produce signage, badges, on-site manuals and other documentation
• Order currency, uniforms, mobile phones, laptops and other on-site equipment
• On-site attendance at events
• Help with selection of venues and production of event proposals

Client Liaison and Development:

• Setting-up and maintenance of client files from confirmation of event to completion and evaluation
• Manage client communications and associated timelines
• Manage client requests and communicate programme and logistical information
• Foster the development of your client account by managing delegate relationships through operational delivery

Financial Management:

• Deliver financial aspects of events following company processes
• Help with identification and documentation of cost avoidance / saving measures
• Comply with company and client invoicing processes
• Help with scope management
• Help prepare budgets and final reconciliations within agreed timelines

What do you need to have …

• Event management or delegate management experience
• Client liaison skills
• Team motivator and professional team member
• A focus on accuracy, consistency and dedicated to customer service
• Working knowledge of Microsoft Office Suite
• Work within a team
• With enthusiasm in abundance, you will be organised
• The flexibility to travel overseas

A bit about us ….

WRG is a global experience agency who specialise in creating experiences that inspire the lasting change the world needs. Across live, virtual and hybrid events and environments, we create 1,400+ experiences around the world each year for organisations solving the world's biggest challenges.

Inizio Engage XD (formerly known as The Creative Engagement Group) is an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

Our family of brands is made up of: Ashfield Event Experiences, WRG and Nazare.

Inizio Engage is a strategic, commercial and creative engagement partner that specialises in healthcare. Our passionate, global workforce augments local expertise and diverse mix of skills with data, science and technology to provide custom engagement solutions that help clients reimagine how they engage with their patients, payers, people and providers to improve treatment outcomes.