HBAA Student Placement Scheme HBAA Member details

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1 HBAA Student Placement Scheme HBAA Member details Your company name Contact name for placement enquiries Contact address HBAA member type (Agent / Venue) Banks Sadler Sophie Davies Agent Address Kentish Town Road, London NW1 9PX Contact number for placement enquiries Your website Summary and description of company: Banks Sadler is an international full service event management agency with a proven track record of delivering powerful global events services to both blue chip and SMEs. Passionate and client focused, Banks Sadler s multi-award winning services can be used as a single service or complete solution, we offer the full range of event and venue management services including event production, venue finding, event management, corporate travel and event software. Operating out of London, York, Dusseldorf, Paris and New York every year we handle over 15,000 venue find bookings and 400 event management projects and save our clients an average of 31% against published prices because our 100m+ buying power means we drive down costs. HBAA Student Placement Scheme Placement Details Job title / Placement available Address of placement Accommodation provided? Yes/No Hours of work Reporting to Length of placement Date placement available from: (or state if flexible) Annual Salary (must be no less than 12,000p/a or minimum wage, Events Placement Registrations Co-ordinator or Account Co-ordinator 1 x London and 1 x York office No 35 hours per week full time Operations Director London or Account Director York Min 52 weeks July 2015 (flexible) July ,000 pa for London, 12,000 for York Page 1 of 6

2 whichever is higher) Purpose of the role: Main duties: Events Placement Student - York The role involves full liaison and coordination of all delegates attending any of the Event Team s client meetings includes coordinating registration, travel and accommodation requirements alongside preparation of documentation and on-site support. The role will also involve liaising with internal project managers as w clients/delegates to provide information as required. Learn how to use Events Force and work with this tool on a daily basis for all web based registration events Manage the reporting side of every event via Events Force Create, maintain, amend and complete database of all those intending to participate in events Create all delegate documentation necessary prior to the event. This will include registration forms for approval, reminder s and joining instructions. Liaise with internal IT department to set up dedicated event addresses and phone lines Maintain all dedicated event inboxes and phone lines Promptly acknowledge and confirm registration questions received in the inboxes Arrange accommodation for all delegates, staff, speakers, clients and any other individuals associated wit event. Administer and confirm all reservations and subsequent changes to reservations, usually through a roo list which is pulled from Events Force Assist the PM on a day to day basis Deal with all correspondence and any other matters arising relating to the enrolment and participation of dele and their guests and their accommodation and travel requirements Liaise with 3 rd party providers eg Travel agents who our clients are contracted to Liaise with external agencies, client and an array of DMC s, to book all necessary delegate travel and tra requirements. Ensure that these arrangements do not exceed the budget set by the PM and client Liaise with delegate and host country contact to produce the necessary documentation for Visa applications (w applicable) Produce event documentation required by on-site team; such as delegate lists, transfer lists, rooming lists, d requirements information. Prepare official on-site documentation for delegates; such as name badges, welcome letters, departure le evaluation forms Attend on-site events to supervise the registration and assist the PM with the general event coordination. Provide necessary information toclient post event such as attendance lists, evaluation form feedback Page 2 of 6

3 Manage expenses claims from the onsite team (where applicable) Assist the PM in reconciling invoices Assist with creation of proposals Assist with creation of client initial budgets. Research destinations, venues and entertainment options as required Provide general support to the team Attend fam trip and presentations Assist the Project Managers with pre event co-ordination such as the stationary boxes and onsite packs Skills and Background required: Excellent organisational skills Good keyboard and computer skills (Word, Excel). Knowledge of Access would be useful Good attention to detail Ability to work on own initiative and also as a key team member Flexibility about working long hours and occasional weekends Willingness to travel in UK / overseas and spend time away from home Languages are not necessary but would be advantageous London as above and below, however there will be the opportunity to move around all different areas of the business The Account Coordinator is responsible for handling all levels of enquiries within the UK, Europe and Asia Pacific regions. Brief Summary On a day to day basis the Account Coordinator will research enquires, negotiate rates and added values, check contracts, monitor the client specific phone line and prepare RFP s, proposals, confirmations and amendments using the Banks Sadler internal system and StarCite. All members of the team are responsible for constantly updating their knowledge of UK/European/AsiaPac venues and are encouraged to attend familiarisation trips where possible. Client: Be the main day to day contact for taking the clients enquires Take on and manage UK & overseas small to medium size events Prepare accurate venue quotations to be sent out to clients Page 3 of 6

4 Prepare initial costings, deal with currencies, taxes & commissions Process confirmation, amendment and cancellation documents to be sent out the clients Use StarCite to send RFP s, complete budgets and provide client comparison reports Understand and apply the correct client policies when booking an event on their behalf Coordinate and arrange site visits to view event space held Provide feedback on venues offered based on BSL experience and past events Support and demonstrate good knowledge of client preferred programme Deal with complaints at a basic level If required, process invoices & deposit requests in relation to Events understand the billback process Provide guidance on contract terms & conditions prior to contract signature Advise clients in a consultative capacity and steer them through likely requirements Conduct pre & post events calls Maintain regular, effective and appropriate liaison with clients at all times Drive compliance and maximise the use of client preferred hotels and rates where appropriate. Deliver tangible client cost savings in line with SLA s Supplier: Research suitable venues for both UK & overseas Increase awareness of both International hotel groups and independent hotels Negotiate with venues on rates, added value, deposits, commission levels and cancellation terms & conditions Address complaints at a basic level Learn and constantly improve knowledge of UK and International venues Participate in and attend venue familiarisation trips, presentations and other industry events Release any unwanted event space Contact venues and check availability and place space on a provisional hold Liaise with venues to ensure that a full event brief is given to maximise opportunities General: Research suitable venues and suppliers with adherence to the pharmaceutical code and client policy where appropriate Ensure all event enquires are logged onto our database and StarCite by following internal procedures Carry out any reasonable request made by the Team Manager Maintain up to date records on all working files Update client and supplier records where necessary Maximise client revenue by up selling other services that BSL offer Answer telephone calls with priority and to take and pass on messages as required Liaise with the Team Manager on a daily basis, to report on work in hand and its progress through the day Page 4 of 6

5 Assist with brainstorming new & innovative event ideas Build a strong working relationship with all event management agency contacts Skills and background required include: Good level of education Events Management qualification is desirable Proven customer service skills Excellent communication (verbal and written English) skills Excellent attention to detail Be numerate and with good level of accuracy Team player, but capable of working on own initiative Strong negotiation skills Good keyboard and computer skills (Word, Excel, PowerPoint and Outlook) Ability to follow set processes and work to deadline and targets Good organisational and time management skills Desirable, but not essential: Some relevant industry experience StarCite Additional languages Ideal qualities of student: How would you like the student to apply to you? Cover letter: Y CV: Y Student to request an application form: no Where to send the applications to: Closing date: 31 st December 2014 Page 5 of 6

6 Further information: Page 6 of 6

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