Delegate Manager
Fixed Term Contract Bristol– FTC until 31 December 2025
Full time/part-time (min. 25hrs/week)/job share considered
A little about us…
We create world-class exhibitions and live events for clients all over the world. We typically deliver 500+ events per year across 6 continents.
Most of our team are based in Bristol, Stratford upon Avon and North Devon. We also have offices in London, San Francisco and Singapore.
We work with a range of B2B clients across most industry sectors, from leading brands through to Government departments, and our events include anything and everything, from conferences and exhibitions, through to product launches, brand activations and roadshows.
We are looking for a Delegate Manager with experience of managing delegate registration, approval and accreditation for a range of events, with up to 5,000 delegates. This opportunity is to join our talented events team on a fixed term contract to support a number of events during 2025, in the UK and overseas. This is an exciting opportunity to further develop your events career within an award winning agency.
Role
You will be responsible for the set-up and running of delegate management on large conferences and oversee delegate management workstreams across smaller events as required. As part of a friendly and hard-working team, you will embrace original thinking and thrive in an exciting environment, where no two days are the same.
Key responsibilities:
• Be responsible for effective delivery of delegate management requirements on large conferences, working closely with the client on process and approvals.
• Provide accurate data management and associated reporting in line with GDPR, including safe transfer, storage and deletion of data
• Manage delegate queries online, over the phone/Teams and in person at events
• Support the Event Director/s and Senior Event Manager/s as part of a project team in ensuring all delegate management aspects are delivered on time and to budget.
• Provide a centre of expertise to Event Executives on all delegate management related matters, and drive best practice
• Demonstrate flexibility and problem solving skills to develop the right solution for the client and stakeholders.
• Stakeholder and 3rd party relationships – build relationships with stakeholders (e.g. security, Police, venue, sponsors and exhibitors) and other 3rd party organisations
• Have a good understanding of the client’s business
• Take an active interest in industry trends and current affairs affecting client business
• Demonstrate creative thinking as a Subject Matter Expert in responding to event briefs
• Understand, develop and manage aspects of budgets, updates, ensuring accuracy, sign off and timely reconciliation
• Set a great example to other members of the team and demonstrate best practice and continuous improvement through the development and refinement of processes, as well as provide support for colleagues across the business.
• Client relationships – build, maintain and manage strong relationships with core client contacts, ensuring expectations are managed at all times. Take ownership of additional client requirements.
• Contract negotiation for elements relating to your event(s)
• Conduct risk assessment and analysis of events in relation to impact on delegate management
• Mitigate any identified risks, including workload pressure points, and plan resource accordingly, working with the Event Director.
• Oversee management of 3rd parties where applicable
• Work closely with the in-house creative team on development of assets
• Develop project timeline and identify key milestones relating to delegate management with Event Director and maintain this on an ongoing basis
• Conduct site visits or platform/system demos and confidently make recommendations
• Create management plans and technical run sheets for use on live days, including resource planning
• Working effectively with production companies in understanding requirements relating to delegate management and wider event impact if applicable
• Be available as first point of contact for clients and project related queries
• Post event evaluation – analysing data and collating reports in a timely manner
The person:
• Has a background in events with a delegate management focus
• Is great at managing high volumes of data with meticulous attention to detail
• Understands the importance and impact of GDPR in relation to personal data used for events
• Remains calm under pressure, can manage a number of tasks simultaneously and maintains excellent attention to detail while working to tight deadlines
• Is a strong communicator with good interpersonal skills with the ability to build rapport with a range of people, including clients, suppliers and colleagues
• Has great writing and administrative skills, with competency in using Microsoft Office – Excel, Outlook, Word, PowerPoint
• Is flexible and wants to travel within the UK and abroad for a few days at a time
• Will lead discussions and conference calls
• Has worked on a range of events of all sizes and has a good track record of doing so
• Can create and manage budgets for events
• Has experience of working with a range of clients
• Has good venue and technical knowledge
• Has at least 3 years’ events experience with specific focus on delegate management
• Uses their initiative and can think on their feet to provide effective solutions
Benefits
• 25 days’ holiday, pro rata
• Company pension scheme
• Medical cash plan
• Employee discount scheme
• Health and wellbeing programme
• Childcare vouchers
• Refer a friend scheme
• Regular staff social events
• Early Friday finishes in the summer
• Company Christmas closure
• Cycle to work scheme
• Corporate gym membership discounts
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to
Disability Confident.
