Conference Executive
Singapore

Job Reference: SIN-OPE-08442

Location: Singapore

Closing Date: 10/01/2020

Department: Operations/Events

Division: Informa Markets

ROLE SUMMARY:

 

The role requires good organisational, prioritising and multi-tasking skills at all times, i.e. manage and be responsible for typically more than one conference at a time.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

 

CONFERENCE OPERATIONS

 

Responsible for the administration, logistical and planning aspects of the conference, involving:

 

  1. Speaker Management. Liaise with speakers on their paper and PowerPoint presentations, AV requirements and other needs.
  2. Conference Collateral Management. Ensuring the timely production, updating of relevant conference collaterals. For example, website, Call for Papers (CFP), programme brochures (print and e-version), handbooks conference proceedings, eNews etc. Also ensure that deadlines for these materials including the submission of papers to Conference Advisory Panel (CAP) are met.
  3. Sponsorship Fulfillment. Manage conference sponsorships, i.e. fulfilling the sponsorship requirements.
  4. Partner / Supplier Management.
  • Working with existing partners / suppliers and managing their performance in terms of turnaround times and / or pricing.
  • Identifying cost-effective partners / suppliers and negotiating for better prices where required, e.g. to supply AV etc.
  1. Registration, Delegate and Payment Management.
  • Manage registration process prior to conference and on-site, including the collection of payments. Also, to manage delegate enquiries and convert into registrations.
  • Keeping track of registration and payment of delegates
  1. On-Site Requirements.
  • Working with Operations Department for on-site requirements such as booking of rooms, signage, hall arrangements, machines & communication equipment, registration counter needs, secretariat requirements, and temporary staff bookings.
  • Plan for, and manage temps under your care.
  • On-site management of event from start to end, managing the flow of sessions, oversee registration, ensure speakers’ requirements are met, liaison with all contractors etc
  1. Post-Conference Management. Finalisation of accounts, thank you letters, delegate statistics, compilation of conference report.

 

 

CONFERENCE MARKETING

 

Responsible for optimising conference marketing efforts, including:

 

  1. Database Management. Manage the conference database in terms of:
  • Keeping it up-to-date.
  • Drives the expansion of the database through delegate list research, obtaining lists from speakers, consultants, CAP and other sources & maintaining conference databases.

 

  1. Marketing Analysis. Analyses past efforts and makes recommendations, i.e. Mines past data to identify trends, potential goldmines, pitfalls to avoid that should be taken into account for current conferences, and be able to produce analysis on (not limited to):
  • Best performing countries
  • Best performing industry
  • Best performing companies (group bookings)
  • Best performing registration channels (e.g. online, brochure)

 

  1. Channel Management and Outreach Performance.
  • Telemarketing conversion: Develops telemarketing efforts to enhance conversion rates.
  • Up and cross-selling: Upsells and cross-sells (where appropriate) to delegates.
  • Data source management: Ensures that all mailing (electronic or hardcopy) is tagged with an appropriate code so that the Conference Dept can identify the data sources performs best. Also, trains telemarketers to actively ask delegates on information source.
  • Sourcing of supporting partners like key associations, publications etc to support the conference, including preparing of supporting agreements/contracts.
  • Working closely with the Conference Producer to market the event via all relevant social media platforms.

 

 

POSITION REQUIREMENTS:

  • Bachelor/Diploma in Business Studies/Administration/Hospitality/Tourism/Hotel/Event Management and/or equivalent
  • 3-5  years of relevant experiences in Events/Exhibitions/MICE industry
  • Excellent in managing and co-ordinating projects
  • Strong interpersonal and communication skills
  • Organized, meticulous and high level of drive to excel
  • Demonstrate independence and ability to work well in a team

 

This job description sets out the duties of the position at the time that it was drawn up. Such duties may vary from time to time per business needs without changing the general character of the duties.

 

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