Medical Event Planner jobs

Event Coordinator

LaingBuisson

LaingBuisson is a leading provider of intelligence and market analysis within the private healthcare and social care sectors. We deliver high-quality insights through research, publications, and a portfolio of events that bring together senior leaders and decision-makers from across the industry.

Our events programme includes conferences, seminars, and webinars focused on the private healthcare and social care markets, featuring C-suite speakers and senior delegates. We also host a prestigious annual awards ceremony celebrating excellence across the sector.

Role Overview

We are seeking an organised and proactive Event Coordinator to join our Events Team. This role plays a key part in the planning and delivery of our corporate events, ensuring they are executed smoothly and professionally.

The ideal candidate will have experience coordinating corporate events, strong administrative and organisational skills, and the ability to build relationships with a range of internal and external stakeholders. Experience in project management and a basic understanding of marketing principles would also be advantageous.

You will work alongside a dynamic and experienced team who are passionate about delivering high-quality events. This role also provides an excellent opportunity to gain insight into developments within the healthcare and social care sectors while building a career in event management.

The position operates Monday to Friday and offers a hybrid working arrangement, allowing time to be split between the office and home. However, due to the nature of live events, there will be occasions particularly in the lead-up to and during conferences when extended hours on site may be required.

Key Responsibilities

Event Planning and Delivery

• Support the planning and coordination of conferences, seminars, webinars, and awards events.
• Maintain event timelines to ensure all tasks and deadlines are completed successfully.
• Manage pre-event administration including delegate communication, registration materials, badges, and event resources.
• Coordinate on-site event logistics such as registration, speaker liaison, staff coordination, and troubleshooting.
• Oversee event schedules, run sheets, and production timelines to ensure smooth delivery.
• Support the coordination and delivery of the annual awards ceremony, including nominations, judging processes, guest management, and on-site logistics.

Event Technology & Data Management

• Manage event technology platforms including registration systems, webinar platforms, and virtual event tools.
• Coordinate technical rehearsals with speakers and ensure smooth delivery of virtual and hybrid events.
• Maintain accurate delegate databases and produce attendance, engagement, and post-event reports.
• Analyse event performance data and provide recommendations to improve future events.

Vendor, Venue, and Sponsor Management

• Assist the Head of Events in building and maintaining relationships with vendors, sponsors, and event partners.
• Liaise with venues regarding room layouts, AV requirements, catering, and event setup.
• Support the negotiation and management of supplier contracts within agreed budgets.
• Work closely with sponsors to ensure agreed deliverables and partnership benefits are fulfilled.

Speaker Management

• Work with the Conference Producer and Head of Events to coordinate speaker administration and preparation.
• Support agenda development and assist with sourcing and securing speakers when required.

Marketing and Promotion

• Collaborate with the marketing team to promote events through appropriate channels.
• Support the creation of promotional materials and on-site signage.
• Coordinate with internal teams to maximise cross-promotional opportunities.

Attendee Experience

• Implement initiatives to enhance delegate engagement and the overall event experience.
• Support networking opportunities and interactive sessions during conferences and webinars.
• Collect and analyse attendee feedback to inform improvements for future events.

Budget Management

• Monitor event budgets and ensure costs remain within agreed limits.
• Provide regular financial updates to the management team.
• Ensure vendor invoices are accurate and processed promptly with the finance team.

Risk Management & Compliance

• Ensure events comply with health, safety, and venue regulations.
• Support the development of risk assessments and contingency plans for all events.

Skills and Experience

Administrative Excellence

• Strong organisational and administrative skills, including diary management, correspondence, electronic filing, and presentation preparation.

Project Management

• Ability to manage multiple projects, timelines, and budgets effectively.

Communication and Relationship Building

• Excellent interpersonal and communication skills, with the ability to build relationships with colleagues, suppliers, sponsors, and senior-level stakeholders.

Organisation and Initiative

• Self-motivated with the ability to prioritise workloads and manage multiple tasks independently.

Desirable Skills

• Understanding of event marketing principles.
• Experience using videoconferencing platforms such as Zoom for webinars or virtual events.

Equal Opportunities

LaingBuisson is an equal opportunities employer. We are committed to ensuring fairness and equality in all areas of employment, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation, in accordance with the Equality Act 2010.

Job Types: Full-time, Permanent

Pay: £25,000.00-£27,500.00 per year

Benefits:

• Cycle to work scheme
• Health & wellbeing programme
• Life insurance
• Referral programme

Work Location: Hybrid remote in London N5