The Link Hotel: Three star hotel with 95 en-suite bedrooms, restaurant, banquet and meeting facilities for up to 200 delegates.

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1 imago, Loughborough University s conference and hotel brand, offers an outstanding choice of high quality meeting spaces, food and accommodation, all conveniently located on the University campus with excellent road, rail and airport links. Burleigh Court: Four star conference centre and hotel with 225 bedrooms ranging from luxury executive suites to standard en-suite, 26 training rooms, exhibition area, restaurant and private dining, spa, therapy and leisure complex. Holywell Park: Exhibition and conference centre for up to 300 delegates, offering a large exhibition area ideal for a variety of events from product launches to banquets. On site facilities also include a 200-capacity tiered lecture theatre, nine meeting rooms and a restaurant. Loughborough University: Exhibition areas, lecture theatres for up to 2,000, 60 meeting rooms, 2,500 quality bedrooms, restaurants, cafes, bars, entertainment venues and the UK s most extensive sport and leisure facilities. The Link Hotel: Three star hotel with 95 en-suite bedrooms, restaurant, banquet and meeting facilities for up to 200 delegates. With a choice of 4 industry leading venues set in the heart of the midlands, there s no better place to come together.

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3 Job Description Job Title: Event Services Coordinator Reports to: Event Services Manager 1. Job purpose: a) To support the Event Services Manager by ensuring all events are professionally organised from start to finish, maintaining a high degree of quality and accuracy throughout. b) To ensure all marketing, communication and budgeting meet customer expectations. c) Carry out specific research and administrative activities as requested by the Event Services Manager. d) Ensure excellent customer experience across all aspects of the business. 2. Job duties: a) To take overall responsibility for the Event Management administration, providing support to the Event Services Manager. b) Assist with the promotion of the Event Management service on campus and externally, to increase awareness and demand. c) To organise and co-ordinate events from start to finish or according to the client s requirements, including being on site during the event. d) To assist with the preparation of proposals, tenders and quotes for the Event Management service. e) To attend client meetings and provide administrative support to the Event Services Manager following appointments (creating follow up action logs/notes/feedback to clients). f) To assist with researching into the event s target audience, compiling a database of recommendations to the client. g) To assist with all promotional activity required for each individual event. h) To create full event and/or delegate registration websites in line with the clients individual requirements, using the event management software. Ensure these websites are updated as per each event requirements.

4 i) To manage all online registrations and payments for each event, including the invoicing and collection of payments. j) To work closely with the Finance department to ensure all invoices and payments are accurately handled, recorded and accounted for. k) To support the Event Services Manager with coordination of sponsorship and exhibitor requirements. l) To support the Event Services Manager with arranging for guest speakers, excursions and offsite requirements for each event. m) Organise travel plans for the events as and when required, both nationally and internationally. n) To collect and collate delegate responses including pre and post event feedback. o) Create pre-event joining instructions and onsite delegate information packs including conference brochures and badges. p) To coordinate all AV and electronic presentation activities. q) To compile delegate and event reports on a weekly basis. Ensure rooming lists and event requirements are communicated accurately to the relevant venue coordination or operational contact. r) To compile visa letters for international delegates as and when required. s) Communicate effectively with the client and the venue at all times. t) Research venues and negotiate preferred rates and carry out activities necessary for venue placement where applicable. u) Organise event stationary, design work and gift requirements. v) To ensure all business critical deadlines are met and maintain appropriate databases, including KX, ensuring information is up to date and accurate.

5 Points to note a) All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to imago s Health, Safety and Environmental Policies and Procedures. b) To undertake such other duties as may be reasonably requested and that are commensurate with the nature and level of the post. c) All duties must be carried out in a manner that supports imago s commitment to equality and diversity. d) The post holder may be required to work outside of normal contracted hours if necessitated by the exigencies of the business. e) The purpose of the job description is to indicate the general level of duties and responsibility of the post. The detailed duties may vary from time to time without changing the general character or level of responsibility entailed. f) All duties must be carried out in accordance with relevant Health and Safety legislation and imago s policies and procedures. The above is designed to help you in the understanding of your role and is not intended to be a definitive list of your duties as flexibility in meeting company and guests needs is required by all employees. I confirm that I have read and agreed this job description which explains the main duties of my job. Signed: Print name: Date: (job holder) Ver 2, June 2014, EB

6 Person Specification Job Title: Event Services Coordinator Experience and Training Skills and Abilities Qualifications Essential Administrative and operational event management/organisation Creating websites and managing systems/ event management software Co-ordinating visa and travel arrangements Customer Service - dealing with delegate queries A willingness to undertake further training as appropriate and to adopt new procedures as and when required Excellent planning and organisational skills with a concern for thoroughness and accuracy IT literate including excel reports and website builds Ability to work using own initiative, prioritise tasks and meet deadlines Ability to work well individually and as part of a team Ability to communicate well with a wide range of people at all levels Creative Proven ability to multi-task Relevant experience in events Hospitality operational background Desirable Marketing, especially web marketing On-line payment systems Operational venue experience Venue knowledge (national and international) Attracting sponsorship Arranging exhibitions Sales experience Ability to budget accurately and evidence of financial awareness and numeracy Ability to achieve tangible results by effective marketing Ver 1, September 2013, KE