Requisition ID 33665 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Fixed Term Contract Length 2 years Posting End Date 17/07/2023
Purpose of Job
The Principal, Annual Meetings, Event Management is responsible for sourcing and evaluating Annual Meeting and Regional Forum venues, conceiving and developing venue utilisation proposals with particular focus on conference rooms, technical and logistic specifications and related tender processes, budgeting and management of speakers/moderators, hybrid event production and (logistic and technical) human resources required to deliver the Annual Meeting and Regional Forum Programmes.
The Principal is also responsible for strategically formulating and managing the Annual Meeting event schedule, advising the Annual Meeting Steering Committee, Host Country, Bank client departments and Forum Partners on scheduling solutions to meet the objectives of the Board of Governors Meetings, Business Forum Programme and broader organizational goals.
Accountabilities & Responsibilities
Annual Meeting:
- Attend the Annual Meeting Steering Committee Meetings, taking detailed briefs to ascertain all event requirements and subsequently advise on scheduling options and prepare any required documentation. Advise on how to enhance and refresh the hybrid event programme according to the developed concept and existing infrastructure to engage both in-person and virtual attendees.
- Lead the Annual Meeting Event Management team, providing guidance and ensuring effective communication and collaboration, to ensure the smooth organisational and logistical delivery of the Annual Meeting and Business Forum Programme. Recruitment and training of consultants/staff to form part of the above team.
- Collaboration with cross-functional teams, including Communications, IT, logistics, Registration, Marketing and appointed Event Production and Broadcast supplier to align enhanced event production with event specific requirements, business forum theme and broader organisational goals.
- Implementing event management delivery processes to maintain high production deliverables and standards to ensure seamless execution of event-enhanced elements.
- Develop the venue utilisation concept, with particular focus on event rooms, requiring close working collaboration with the logistics team, Host and appointed suppliers. Propose innovative and creative ideas to improve the event planning and implementation process.
- Together with the AM Technical team, draft conference technology specifications and submit to host authorities for their budget/ procurement process.
- Manage the coordination, preparation and delivery (includes enhanced production assets, interpretation, catering, technical, photography requirements, website events related content, etc. of all events in the Annual Meeting and Business Forum Programme (approximately 40 official events over 3 days and a higher number of additional events such as press briefings, project signings, delegation meeting and functions) involving extensive liaison with internal and external stakeholders and ensuring a smooth implementation of the Meeting.
- Act as the main point of contact for all conference technology suppliers, ensuring that all suppliers are providing the agreed level of service and actively resolving any issues.
- Oversee the coordination of all Business Forum speakers, from initial invitation and registration to logistical preparations and on-site organisation.
- Design the Annual Meeting and Business Forum event schedule, advising the Host and Annual Meeting Steering Committee, internal and external stakeholders on scheduling solutions to meet the overall objectives of the Meeting and individual panel organisers and propose viable solutions for changes to scheduling requirements.
- Participate in preparatory Annual Meeting (AM) missions to AM host countries and potential candidates to provide critical input on choice and utilisation of venues. Produce detailed post mission reports.
- Create, gain acceptance and manage event management and technical budgets, ensuring efficient allocation of resources to achieve the desired production enhancements while adhering to financial constraints. Tracking expenses and managing contracts to ensure cost-effective solutions.
- Conduct post-event evaluations to assess the effectiveness of enhanced production elements. Analyse attendee feedback and data to identify areas for improvement and advise on future hybrid event planning strategies.
- Preparation of the EBRD Board and Executive Committee reports and presentations related to the Annual Meeting, including extensive coordination amongst the various internal counterparts providing input.
Regional Fora:
- Identify external venues for Regional Forum events, working closely with the authorities and the relevant EBRD Resident Office.
- Facilitate the venue utilisation and concept for all events.
- Manage the preparation and delivery of the event, including all associated procurement processes, interpretation, budget, shipping, catering, conference technology, branding/graphics.
- Contract negotiation with, and management of, third party suppliers.
- Post-event evaluation (including budget reconciliation, data entry and analysis and producing reports for event stakeholders).
Other: