Closing Date: 31st August 2014
Role Title: Venues Coordinator
Reporting to: Natasha Cowan
Division/Group: Informa UK – Telecoms & Media Ltd (incorporating ITM, IIR & Ovum)
Function: Operations & Events
Purpose of role:
Manage the full circle venue booking process for Informa Telecoms & Media Ltd Events (summary):
Taking an accurate brief
Load on to Cvent
Source suitable venues
Negotiate with suppliers (in line with targets)
Prepare accurate proposals
Draw/produce accurate /floor plans (Signed off by venue/sales)
Prepare and review Contract Terms
Get venues H & S approved
Prepare/explain VAF / Sign Contract/VAF
Deal with initial issues and know when to escalate
Have regular meetings/updates with HOP’s throughout process
Update Cvent/Planner/Filing
Claim/Process commission
Key Accountabilities for the role
Venue Searching
Develop and maintain a global venue database with contact details, size, location etc
Develop productive relationships with Global Account Managers from the main hotel chains
Become an expert in venues in order to advise Heads of Portfolios on best locations for specific events
Attend industry events where necessary >
Conduct site visits where necessary
Manage bedroom allocations
Third Party Control and Management
Deal with any issues or complaints which arise with venues
Keep in regular contact with Global Account Managers in order to develop relationships
Regular meetings with Heads of Portfolios to meet their venue requirements and expectations
Negotiate deals with tourist boards and airlines to add features and discounts for delegates to benefit from
Be creative when negotiating in order to find a win-win scenario with the venue
Admin
Ensure all venues are health and safety approved
Negotiate terms and conditions in venue contracts with a keen eye for detail
Produce cost comparisons and floorplans for all venue options
Manage a heavy and segmented workload efficiently
Keep accurate records – CVENT, venue planner etc
Financial Management
Compare minimum guaranteed costs and forecast costs with previous years
Negotiate low minimum numbers and daily delegate rates to ensure the lowest risk to the company when contracting to a venue
Ensure there is always the highest possible commission rate
Strive to make sure we are always getting the best deal possible, and the most for our money
Control of commission invoicing
Personal Development:
A minimum of 5% of time to be devoted to personal development or learning and progression in the role. A personal development plan should be identified as part of the appraisal process and a proportion of time set aside on an ongoing basis to fulfil the plan
Networking and building relationships internally and externally
Identifying best practice elsewhere and employing methods of informal training to increase knowledge. I.e. looking for a mentor, coach or sponsor
Sharing best practice
Formal training
Using the internet for research and learning
Managing your personal motivation and drive – ensure you are engaged and find ways of maintaining this
Functional Event Solutions Competencies: Level 1 Key Behaviours
You have sound people skills and can deal with people on all levels from suppliers to key clients
You allocate your time to its best use and make contingencies for issues that might affect deadlines
You have a skill for keeping others to a plan and monitoring deadlines
You are strong but respectful in your management of all third party relationships
You have experience and knowledge of the processes inherent in venue searching and therefore possess good anticipation skills
You are able to either communicate in other languages when it is required, or manage the communication process by bringing in specialized help
You have the ability to remain positive in adversity and turn around difficult situations on site as at all other times
You inspire a trust in your team, customers and suppliers alike
You take responsibility for delivering a high level of customer service and ensure promises are followed through and expectations delivered on
You build strong relationships internally and promote communication between the organising team and other functions i.e. customer services and accounts
You are reactive to changing situations and have developed listening skills to enable you to take on advice and make the right decisions
You have developed negotiation skills when dealing with venues enabling you to negotiate favourable terms, conditions and rates
You have an understanding of financial reports and the crucial information to include when meeting with managers
You are accomplished at creating accurate floor plans with designers and liaising with sales to gain maximum usage from the venue