Events Coordinator, fixed term
£21,000 pro rata
The Association of Photographers, the leading organising representing commercial photographers, is looking for an experienced events coordinator to provide cover for a fixed period from January to June 2015.
The role will enable the AOP to develop and deliver a range of events such as training, seminars, conferences, publicity events, awards, seeking opportunities to develop learning within the sector as well as to generate income through sponsorship, attendance, and commercial activities.
This should not be seen as an exhaustive list, but one that may change and develop over time.
The main duties to include:
• To work alongside the General Manager and AOP Board and Working Groups to develop plans for events and to attend event planning group meetings
• To identify and book locations for the events, liaise with venues regarding all aspects of the event including all catering, technical and logistical arrangements
• Liaise between event planners, the AOP office team and other partners for the timely production and circulation of marketing material and other information relating to event publicity, such as other organisations’ websites, appropriate mailing lists and the media
• Assist with the marketing of events; compiling databases of likely interest, drafting and circulating emails and telephoning individuals
• To set up and manage the delegate booking arrangements for each event, including sending out invoices and chasing payments
• Assist the General Manager with researching potential sponsors and partners
• Compile and send out speaker and delegate information
• Assemble and arrange delivery of delegate packs, name badges and any other material as required
• Book and manage the timely delivery and return of equipment
• Manage events on the day, including setting up, instructing external contractors and internal staff assistance
• Update the AOP online Exhibitions area on the AOP website, liaising with On Line Exhibitions Working Group, and assisting them with promoting the service to members
• Update the AOP website with all information relating to the events and activities programme
• Coordinate the AOP online print sales
Good standard of general education including Maths and English are essential. It is likely that
the job holder will have a good understating of figures and is able to communicate effectively. An interest in photography or the arts would be beneficial
Experience, Skills and Aptitudes:
• Demonstrable previous experience in event management
• Excellent written English and oral communication skills for drafting and proof reading materials
• Excellent organisational skills, particularly in managing time and tasks
• A keen eye for detail and the ability to produce high quality, accurate work in tight timescales with limited supervision
• Computer literate with at intermediate experience of the Microsoft suite of programmes, particularly MS Word, Excel and Powerpoint
• Technical awareness to set up Powerpoint and other simple AV systems when required
• The confidence to liaise with speakers and senior officials from across the sector, other professional bodies, the media and a diverse range of external contacts
• A welcoming and helpful approach when dealing with members in person at events and over the telephone
• Self-reliance, common sense, trust, integrity, and humour
• Physical strength and flexibility to carry and set up stands and materials and av systems in a variety of venues
• Financial awareness to produce and monitor budgets
• Some experience of marketing
• The ability to remain calm under pressure
The job involves attendance at events at a range of venues around London and potentially the UK. Some evening and weekend working will be required. Good advance notice will be given, and compensating time off is available.
This is an ideal opportunity to develop your skills within the creative and events sector.
To apply please send a copy of your C.V. along with a supporting letter outlining your suitability for the post to firstname.lastname@example.org. Closing date 4 January, interviews will be held 7 January.
Terms and Conditions
The job is based at the AOP offices at Holborn Studios, Eagle Wharf Road, London N1
Salary in the range £21,000 pro rata according to experience
Working hours (37.5 hour week), the AOP office is normally operates between 9am – 6pm Monday to Friday, though some evening and weekend working will be required.
20 days holiday per year plus bank holidays (total 28 days)