WHO WE ARE:

Great Events by Great People.

We are CloserStill. We run more than 100 market-leading, B2B events and gatherings focused on the Business Technologies, Healthcare and Future Transport and Infrastructure sectors.

We are committed to excellence and innovation in our business operations and in our brands. Resulting in widespread recognition including numerous accolades and prestigious awards for our events like the London Vet Show and Learning Technologies to Tech Show and DevLearn, we were honoured to have been named in The Sunday Times Top 100 Best Companies to work for three consecutive years, from 2018 to 2020.

But we are nothing without our "CloserStillians". We are committed to building an environment for our workforce to excel.

ow! Join us in creating unforgettable events and be a key player in our success

WHO WE ARE LOOKING FOR
We are seeking a highly organised, methodical, and self-motivated individual who thrives in a fast-paced, high-pressure environment. The ideal candidate will have the ability to multi-task, prioritise effectively within tight deadlines, and remain calm under pressure. Exceptional time management skills, attention to detail, and the ability to communicate effectively with individuals at all levels are essential.

THE ROLE
As a Conference and Logistics Coordinator, you will play a crucial role in ensuring the seamless execution of our conferences and events. As the central point of contact between Show Directors, Marketing teams, Operations teams, suppliers, and speakers, you will oversee every detail to guarantee smooth operations. Your role will include providing outstanding support to speakers to ensure their experience is hassle-free both before and during the event, while also managing the educational areas and AV aspects of the events.

This role is ideal for someone with exceptional organisational skills, a customer-first attitude, and the ability to balance multiple responsibilities in a dynamic environment.

KEY RESPONSIBILITIES

AV and Venue Management:

• Liaise with event teams to confirm theatre capacities and specific AV requirements.
• Provide AV suppliers with detailed briefs and negotiate to ensure best prices without compromising quality.
• Maintain operations budgets, including accurate AV cost tracking.
• Manage stage set design and coordinate venue lighting plans.

Speaker Management:

• Act as the main point of contact for speakers, addressing requests promptly and professionally.
• Execute speaker agreements and manage fees, expenses, and accommodation schedules in line with budgets.
• Collect and manage speaker materials, including photos, biographies, session descriptions, and presentation slides.
• Ensure timely delivery of marketing materials and proofread conference programmes for accuracy.

Onsite Event Support:

• Organise logistical requirements for special events outside the exhibition hall.
• Brief and manage theatre and speaker lounge staff onsite.
• Oversee AV technical teams, theatre staff, and speaker lounge operations during events.

Administrative Duties:

• Produce detailed theatre manager and chair briefs.
• Compile and coordinate staff schedules in collaboration with Event Directors and Operations teams.
• Conduct post-event reporting and analysis.
• Undertake any additional tasks as required by the line manager.

SKILLS AND EXPERIENCE

Essential:

• Strong written and verbal communication skills.
• Excellent organisational, time management, and prioritisation skills.
• Exceptional attention to detail and the ability to multi-task effectively.
• Proficiency in Microsoft Office, including Word, Outlook, Excel (intermediate/advanced), and PowerPoint.
• Strong numeracy and budget management skills.
• Outstanding customer service skills.
• The ability to remain calm under pressure and meet tight deadlines.
• Flexibility to attend onsite exhibitions in the UK and abroad (minimum of 3 days per event).

Desirable:

• Understanding of technical floorplans.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. 

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.