Event Coordinator in London, England at CIBSE

About CIBSE

The leading authority on building services engineering and a pioneer in responding to the threat of climate change, CIBSE exists to advance global best practice in the profession.

Through harnessing the expertise of our members, CIBSE represents the profession as a trusted voice to provide advice and guidance to Government on matters relating to construction, engineering and sustainability.

For over 127 years, CIBSE has supported a community of over 22,000 professionals worldwide in their pursuit of excellence in building performance, sustainability and safety to influence the well-being of individuals and communities of today and of future generations. CIBSE members continue to create the most environmentally friendly systems in major projects across the globe.

This is an exciting time to join CIBSE, a charitable organisation, which plays a critical role in a growing and changing sector.

About the role

• As an Event Coordinator, you will work closely with the executive team along with the Membership, Marketing, Technical and Finance departments. You will play a pivotal role in planning and delivering CIBSE events. This role involves participating in event meetings, working alongside the Event Manager, and a range of internal and external stakeholders. Your contributions will include creating detailed plans and timelines for events, ensuring seamless delivery on time and within the defined budget.

What you will do

• Assist with the organisation and execution of CIBSE events.
• Effectively working with internal and external stakeholders to plan, deliver and evaluate a range of events, including awards, formal dinners, AGMs, conferences, and exhibitions.
• Ensure events stay within the allocated budget, keeping meticulous records and tracking event revenue.
• Attend event meetings and prepare actions, and develop timelines to ensure successful event execution.
• Arrange logistics for all events and liaise with suppliers and venues to ensure smooth delivery.
• Collaborate with the Event Manager to agree on fundamental tasks for each event .
• Build a robust network of contacts across CIBSE to facilitate the delivery of events .
• Work alongside volunteers and members, supporting them in the delivery of content for event programmes.
• Deliver a fantastic customer experience at all events.
• Liaising with operations (via third party contractor).
• Creating detailed briefings for staff and Board Members for events.
• Developing feedback forms for attendees and stakeholders to gather valuable insights.
• Collaborate with the Event Manager to evaluate responses and present during event debrief meetings.
• Support colleagues in generating leads, supporting sales, and marketing events.

What you will need to be successful

• A passion for event planning and delivering outstanding experiences.
• Minimum 1 year of event experience.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• A proactive and collaborative approach.
• Attention to detail ad budget management skills.
• Ability to build and maintain relationship with diverse stakeholders.
• Ability To work across our systems and processes, such as Salesforce, MS Teams and MS Planner.

• A supportive and friendly working environment.
• Starting at 25 days Annual Leave increasing to 27 days with length of service (plus Christmas office closure), plus Bank Holidays.
• Contributory pension scheme.
• Family Friendly Leave.
• 3 x paid volunteering days.
• Annual Travel Season Ticket Loan.
• Cycle to Work Scheme.
• Life Assurance.
• Private Medical Insurance.
• Cash Plan – cash back for routine healthcare treatments.
• Health and Wellbeing benefits, including our Employee Assistance Programme, and access to a 24/7 GP service.
• Referral Scheme.
• Shopping portal, rewards programme, and gym discounts.
• Hybrid Working where people are ‘in the office more days than they are not’.
• The chance to be part of an evolving, changing and exciting organisation that genuinely does change the world.