Entertainment jobs in Tranent

Job Summary

We are seeking an energetic and detail-oriented Conference and Events Coordinator to lead the planning, organization, and execution of a diverse range of events and conferences. This role offers an exciting opportunity to create memorable experiences by managing all aspects of event logistics, from venue setup to guest engagement. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, communication abilities, and a passion for delivering outstanding hospitality. Join us to help elevate our events and foster meaningful connections with our guests and clients!

Responsibilities

• · Event Planning - Develop event concepts, timelines, budgets (with Finance colleagues), and schedules aligned with organisational goals.

· Venue Coordination - Source venues, negotiate contracts, and manage on-site planning including room layouts, AV, catering, and signage.

· Supplier Management - Liaise with vendors (AV, catering, travel) to ensure timely delivery and quality.

· Registration Oversight – Agree and set up registration systems, monitor attendee numbers, and manage communications.

· Programme Support - Coordinate speakers, agendas, breakout sessions, and presentation materials.

· Marketing & Promotion - Support promotional campaigns, social media updates, and event collateral creation.

· Coordinate conference sponsorship – secure existing corporate clients and identify new sponsorship opportunities.

· On-site Delivery - Lead event setup, manage staff and volunteers, troubleshoot issues, and ensure a seamless attendee experience.

· Post-Event Reporting - Gather feedback, analyse KPIs, and produce evaluation reports.

· Sponsor and exhibitor relationship management, including sponsorship package development and fulfilment.

· End-to-end speaker management, including travel, accommodation, and speaker communications.

· Volunteer recruitment, and coordination.

· Production of event documentation such as running orders, joining instructions and event handbooks/e-book

· Liaison with Conference Committees and other key stakeholders throughout the planning cycle.

· Coordination of ancillary events such as gala dinners, awards ceremonies and networking receptions.

· Any other reasonable duties associated with event delivery and management.

This role will work alongside a Conference Admin Assistant.

Key Skills & Competencies

· Project Management - Strong organisational skills, multitasking, and deadline management.

· Communication - Clear, confident communication with clients, suppliers, and delegates.

· Budgeting - Ability to manage costs, track spend and negotiate effectively.

· Technical Literacy - Familiarity with event platforms, registration systems, conference Apps and AV requirements.

· Problem Solving - Calm, proactive handling of unexpected issues.

· Customer Service - Focus on attendee satisfaction and professional representation of the organisation.

Typical Qualifications

· Degree or diploma (or significant industry experience) in Events Management, hospitality, marketing, or related fields.

· Significant experience coordinating events, conferences, or large meetings.

· Knowledge of health & safety, risk assessments, and compliance.

Candidate Profile
A practical, solutions-oriented coordinator with strong organisational discipline. A team player with effective communication and negotiation skills. Able to work unsupervised as well as being part of a collaborative team environment. Willing to work some evenings and weekends.

Pay: £25,420.00-£45,020.00 per year

Work Location: Hybrid remote in Edinburgh