Event Manager (107039-0123) . Job Reference: 1889997

University of Warwick
February 12, 2023
Offerd Salary:£23,715 - £27,131
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Vacancy Type/Job category

Management & Professional


Warwick Conferences

Sub Department



£23,715 - £27,131 per annum


University of Warwick, Coventry

Vacancy Overview

Permanent position, 36.5 hours per week.

A fantastic opportunity has arisen for an experienced Event Manager to join our Sales & Events team in Warwick Conferences at the world leading University of Warwick. Benefits include a competitive salary, generous holiday entitlement, attractive pension scheme, discounted sport membership and electric car schemes. Hybrid working options available.

The Role

As an Event Manager you will be working as part of a team to manage events from confirmation stage to operational delivery. You will ensure that each event is a success, delivering excellent customer service, whilst maximising upsell opportunities and deliver a seamless handover to the operational teams. Working with the Sales and Operational teams you will ensure effective communication and efficient working processes to enable the client to experience the high standard of service Warwick Conferences is recognised for.

Skills & Experience

You will have experience within the hospitality industry and event management, with strong customer relationship skills. You will have outstanding time management, planning, organisational and communication skills. You will also demonstrate flexibility to meet the changing needs of the role/business.

About us

Warwick Conferences offers a range of world-class meeting and conferences facilities in a lively and attractive destination. We're proud to be part of the University of Warwick and located on its leafy green campus. An organisation that invests all its profits into social benefit – education for students, or world-leading research to improve lives globally.

Our mission is to ensure that every Warwick Conferences customer is entirely delighted by their experience with us. The role of our dedicated team is to create lasting, memorable events that achieve everything our customers hope for and more. We have endless stories of how our people go the extra mile every day for our customers. Constantly on the look-out for any improvement to make, taking personal pride in their work and supporting each other to deliver their very best. Our entire team works together to develop clever ideas to deliver a unique experience for delegates, for every client.


As well as the benefits listed above, as a member of staff at Warwick you can enjoy a wide range of other competitive benefits, along with excellent learning and development opportunities. Please refer to this link for a full list of the benefits - Reward and Benefits (warwick.ac.uk)

Interview Date: w/c 20 February 2023.

Job Description


To establish and maintain exceptional working relationships with conference clients and ensure smooth delivery of all events. To ensure through skilled consultation, negotiation, planning and organisation that objectives of each event are satisfied. To maintain and enhance the reputation of the University of Warwick as a Conference venue.


Day to Day Management

• To form a close professional working relationships with conference clients.

• To manage the handover of information and initial enquiry from the Sales Team and liaise with client to plan the event.

• To ensure all information is captured and submitted onto the booking system to create the final event schedule for the customer.

• To manage the event, which includes delegate registration, payments, sponsorship, exhibition requirements, and speaker liaison in addition to the usual event details ensuring clear communication between all stakeholders.

• To arrange and attend client meeting to ascertain the organiser's requirements.

• To liaise with conference assistants and the Duty Management Team within the venues to ensure smooth transition between event management and service delivery.

• To manage and coordinate communications with clients and suppliers (internal & external) for each event ensuring continuity for the client and confidence in the management for the event.

• To manage the scheduling of both present and future events and client portfolios on a daily basis enabling accurate and timely information is readily available for internal and external providers.

• To enhance the reputation and business profile of Warwick Conferences as the best academic conference venue by representing the University at high profile functions, exhibitions and events, and targeting appropriate clients to generate new business.

• To ensure continuous improvements in system and procedures by constantly assessing and creating new routines of work which result in the highest quality of client information both screen and paper based.


• To ensure maximum revenue from conference through upselling where possible and uphold the T and C's of the booking.

• To utilise skills through resource planning, product knowledge and upselling to maximise revenue and profit contribution for the University.

• Responsible for identifying and verifying all expenditure to each account and ensure that all costs are charged including cancellation charges.

To undertake any other duties as from time to time maybe required commensurate with the grade of the post.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1

Educated to GCSE level or equivalent. (a)

Essential Criteria 2

Experience of a customer facing role in a similar environment. (a, c)

Essential Criteria 3

Experience of managing delegate registration, speaker liaison, exhibition planning, sponsorship and payment processes. (a, c)

Essential Criteria 4

Experience of a customer facing role in a similar environment. (a, c)

Essential Criteria 5

High standard of communication skills, verbal and written. (a, c)

Essential Criteria 6

Excellent attention to detail. (a, c)

Essential Criteria 7

Effective listening skills, assertive and confident manner. (a, c)

Essential Criteria 8

Ability to deal tactfully and diplomatically with clients and suppliers. (a, c)

Essential Criteria 9

Ability to promote and enhance the reputation, professionalism and credibility of Warwick Conferences and the University of Warwick. (a, c)

Essential Criteria 10

Knowledge of MS Office, internet, databases and a conference / events booking system. (a, c)

Essential Criteria 11

Effective time management skills to enable efficient management of workload. (a, c)

Essential Criteria 12

Ability to work as part of a team and on own initiative. (a, c)

Further Particulars

For further information about the University of Warwick, please read our University Further Particulars.

For further information about Warwick Conferences and opportunities please refer to this link.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.

The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)

The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.

Right to work in the UK If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date

12 Feb 2023

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