We're hiring an Events and Marketing Officer!

The Events & Marketing Officer is responsible for broad support of the Events & Marketing Team. You will work closely with the team on external Society run scientific conferences, including our annual conference (up to 1500 attendees) and up to three Topic Meetings (150 – 500 attendees), in particular having a major focus on the running of our portfolio of three one-day focused symposia per year (20–100 attendees). This is an exciting, challenging and varied role that supports one of the key charitable objects of The Society. 

If you are interested in applying for this role, please email Jennie Wallace with an up to date CV along with a covering letter explaining why you would like this role, and why you consider yourself the right candidate for the role. 

The closing date for applications is Monday, 19th February. Please note interviews will be held on Thursday, 22 February.

 

Main tasks and responsibilities

  • Working closely with the Events & Marketing Managers and other Society colleagues, you will be responsible for: 
  • One-day focused symposia, standalone or as a satellite of a larger meeting.  
  • Producing the events plan and schedule
  • Liaising with the scientific organiser(s) to agree the dates and scientific programme
  • Liaising with the invited speakers regarding abstract submission, processing expense claims etc
  • Sourcing the venue(s), with the scientific organiser, and conducting site visits
  • Producing registration site via our CRM
  • Managing registration, online via our CRM and on site and also dealing with any queries and visa letter requests
  • Managing the abstract submission process and period, including collating abstracts for review, notifying the submitters, and compiling the information for the website and printed programme
  • Collating all the information for the printed programme
  • Managing all pre-event, onsite, and post-event logistics including floorplans, catering and AV support
  • Running the symposia on the day, either with or without the support of colleagues
  • Producing the event budget
  • Reporting on the event budget, before and after the event, including reconciliation
  • Reporting feedback from the symposia, from during the event and also from the post-event survey
  • Providing regular briefings to the Events & Marketing Managers
  • Working with the Events & Marketing Manager and communications team to promote events, including social media

Topic Meetings

  • Liaising with the invited speakers regarding abstract submission, processing expense claims etc
  • Attending site visits with the Events & Marketing Manager
  • Producing registration site via our CRM
  • Managing registration, online via our CRM, and on site and also dealing with any queries and visa letter requests
  • Managing the abstract submission process and period, including collating abstract for review, notifying the submitters, and compiling the information for the website and printed programme
  • Collating all the information for the printed programme
  • Managing pre-event, onsite, and post-event logistics including floorplans, catering and AV support
  • Running the meeting on the day, either with or without the support of colleagues
  • Reporting on the event budget, before and after the event, including reconciliation, together with the Events & Marketing Manager
  • Reporting feedback from the meeting, from during the event and also from the post-event survey
  • Providing regular briefings to the Events & Marketing Managers
  • Working with the Events & Marketing Manager and communications team to promote events, including social media

Annual conference, Physiology

  • Attending site visits with the Events & Marketing Managers
  • Managing registration, online via our CRM, and on site and also dealing with any queries
  • Managing the abstract submission process during the abstract submission period
  • Managing the registration desk for the duration of the conference, dealing with onsite queries, and sales
  • Managing communication competitions, pre-event, onsite, and post-event
  • Organising the conference dinner including schedule, menu and wine selection, and entertainment
  • Processing speaker expense claims
  • Providing regular briefings to the Events & Marketing Managers
  • Providing support to the scientific organisers of the Early Career Physiologists’ Symposium 

Events equipment, collateral and infrastructure

  • Organising events equipment and collateral in the basement storage
  • Maintaining events equipment and collateral, including stocks of promotional items (pens, bags etc)
  • Ensuring events pages on The Society website, content and images, and other key marketing websites, are accurate, and also maintained and updated regularly

Society Committee meetings

  • Attending Meetings Committee and Theme Leads meetings
  • Writing the minutes of the meetings as per the Society format and timelines
  • Supporting other activities of The Society and/or the Events & Marketing Team, for example, collating information for the Annual Report and Annual Review.