Manager, Events and Education, ULI Europe

POSITION SUMMARY:

As part of the services to its members, the Urban Land Institute Europe, based in London, organizes a suite of events, educational activities, and awards, both on a European as well as on a local level. These are of strategic importance for the organization in terms of the member value proposition and financial results. ULI is looking for an experienced events and meetings manager to work on the high-profile conferences, events, and educational activities part of the European annual calendar.

The successful candidate will look after the planning and operations of our European program of events and educational activities, combining the coordination of the logistical aspects of all European events with the end-to-end responsibility for a number of initiatives for our member networks, ensuring high-quality delivery, cost-effectiveness, and member satisfaction.

SPECIFIC RESPONSIBILITIES:

Work closely with the Director, Events and Education Europe, and liaise with colleagues across Europe and the Americas, to deliver and enhance our events and education program.

Planning and operations of our pan-European events and educational activities, such as the annual conference, forums, leadership events, report launches, awards, and participation in trade events.

End-to-end delivery of a webinar program and ad-hoc events such as forums, round table discussions, and seminars.

Event Logistics 

  • Source venues and service vendors: create requests for proposals, research venues/vendors, obtain quotes, and negotiate prices.
  • Propose project budgets, and ensure that all services contracted are within budget and recommend alternative solutions to meet agreed-upon budgets where necessary.
  • Provide and maintain a detailed payment plan and submit invoices via our web-based system.
  • Manage the logistics and relationships with contracted venues, audiovisual, catering services, transportation, entertainment, DMC houses, print designers, and sponsors.
  • Handle event invitations, including setup and management of e-mailings via our web-based system.
  • Liaise with speakers to collect presentations and other documents from them and assist them on travel and accommodation.
  • Manage invitee lists, RSVPs, and registration lists.
  • Create logistics grids (food and beverage, audiovisual, transfers specifications).
  • Book transportation for site tours and on-site management of tour participants.
  • Prepare and compile edits of event materials (brochures, handouts, signage, information sheets for speakers and delegates) in conjunction with event owners. Manage the production of these materials and ensure that they are delivered on time.
  • Oversee room blocks and staff rooming list and shipment of all staff materials to/from the events; create name badges.
  • On-site event management: registrations, signage, audiovisual, and food-and-beverage services coordination, assistance to speakers and delegates.
  • Run reports from meetings database and support post-event follow-up and evaluation.
  • Keep abreast of industry trends and technology and make recommendations for integrating new solutions/technologies that will lead to greater efficiencies and improve the member experience.

End-to-End Delivery of Webinars and Ad-Hoc Events (e.g., Round Table Discussions, Site Tours, Forums, Award Ceremonies), Support to Member Networks

  • Prepare, develop, and update events calendar and meetings timeline.
  • Coordinate event/webinar programming committees to identify themes and speakers.
  • Identify event/webinar dates ensuring that they fit in the European events calendar, to facilitate ULI members participation.
  • Create event/webinar agendas, in conjunction with ULI senior management and leadership.
  • Manage the overall logistics (see above for specifics) of ad-hoc events, in the planning, on site, and follow-up.
  • Manage guests lists and invitations.
  • Setup of webinars, assistance during the online session, follow up with registrants.
  • Assist speakers before and during the event/webinar.
  • Serve as the main point of contact for one of ULI’s Member Networks, ULI NEXT, collaborating closely with members to develop their program.

EXPERIENCE:

  • A minimum of 5/6 years’ experience in event planning/execution.
  • A good track record of delivery and excellent service in event planning/execution.

SKILLS:

  • Excellent organizational skills and strong attention to details.
  • Flexible, collaborative, and team oriented.
  • Ability to manage multiple tasks simultaneously and quickly adapt to shifting duties and responsibilities.
  • Excellent communication and negotiating skills.
  • Proficient in Microsoft Office applications, including PowerPoint and Excel.
  • Experience working with high-profile leaders and in an international environment is desirable.
  • Experience working with or for a not-for-profit/member organization is desirable.
  • Fluency in a major European language other than English is desirable.

EDUCATION:

  • Educated to degree level or equivalent.

ADDITIONAL REQUIREMENTS:

  • Availability to travel occasionally within Europe and to work occasionally in the evenings and weekends according to the event schedules.

APPLICATION INSTRUCTIONS:

To apply, please follow the link below. Please submit a résumé and a letter of interest.

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=76dd43dd-5757-401e-9ef5-65813f73b552&ccId=19000101_000001&jobId=350826&source=CC3&lang=en_US

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