The Royal Entomological Society has a vacancy for an Events Manager at an exciting time for the Society. Please read below for more details on the role and how to apply.
EVENTS MANAGER
Reports to: Director of Communications and Engagement
Location: St Albans/Flexible
Contract: 0.8 FTE, 1 year fixed term
Closing Date: Wednesday 9 October 2024
Interview Date: Week commencing 14 October 2024
To apply:
Please send a one page covering letter detailing your suitability to the role and your most recent CV to recruitment@royensoc.co.uk.
If you would like to informally discuss the role or have any questions prior to application, please do contact Director of Communications and Engagement, Luke Tilley at luke@royensoc.co.uk or the CEO, Simon Ward at simon@royensoc.co.uk.
Overview and Background:
Originally founded in 1833 as the Entomological Society of London, today the Royal Entomological Society (RES) is devoted to the promotion and development of entomological science. The Society supports international collaboration, research and publications in the field of insect science.
Headquartered in St Albans, the Society maintains an entomological library, hosts an annual conference, Ento, and convenes a number of special interest groups covering a range of scientific fields. Through its outreach work and events, the Society looks to promote and increase the public’s understanding of insect science. Working with partner organisations, the Society organises the annual ‘Insect Week’.
Governed by elected members and fellows of the Society, sitting as a council and chaired by the RES President, the organisation currently has a team of 18 paid staff that run the Society and its day-to-day activities on behalf of the members. There are also a large number of volunteers who support the Society’s operations.
The Society’s vision is to enrich the world with insect science. Our events form a key part of our 2022-2025 strategic plan, engaging with our membership and wider scientific community.
Job Purpose:
Reporting to the Director of Communications and Engagement, the Events Manager is a key role focusing on our strategic priorities relating to events. The RES is seeking a motivated individual with the desire to lead the coordination, and develop business opportunities, for events and meetings that will help diversify and strengthen the income and impact of our events. These events will be for a range of audiences: for members, for the wider scientific community and for the public.
The crucial focus of the role is to review our events and meetings portfolio and develop new relationships, new income streams and a new events strategy. Developing the events portfolio will allow the Royal Entomological Society to maximise the attendance, impact and income of our events.
This is a role to strengthen the events’ programme of the Royal Entomological Society. It will allow an individual to make a real difference towards an exciting and sustainable RES events calendar each year to reach more people than ever and provide a sustainable source of income for the RES to fund insect science for years to come. In addition, the successful candidate will be encouraged to develop their own skills and success in event management. At an exciting time for the Society, this role will have a number of opportunities to grow whilst making a real difference to an important and historic learned society.
Main Terms and Conditions
Contract: This is a 1 year fixed term contract, at 0.8 FTE
Remuneration:
This salary is a Band 3 position on the RES salary scale. The starting salary is £30,240p.a (£37,800 pro rata).
The salary scale is reviewed annually with both a cost-of-living and performance related pay increase within the pay bands determined in the pay policy. Any pay awards are applied to salaries at this point.
Hours of work:
The post is 0.8FTE based on 37.5 hours per week. The working pattern has flexibility and can be discussed during the recruitment process. Please make any requests for flexible working clear in a covering letter in your application.
Annual & Bank Holidays: The holiday year runs from 1 March to 28/29 February each year. You will have a prorated annual holiday entitlement of 25 days plus an additional 8 Public/Bank holidays. Anyone joining part-way through a year will receive a pro-rata entitlement for that year. In addition to the above, we recognise and reward staff loyalty by awarding additional paid leave days, based on length of service, up to a maximum cumulative total of 5 additional days paid leave (pro-rata for part time).
Pension: The post-holder will be eligible to join the RES Pension Scheme.
Additional Employee Benefits: These include an Employee Assistance Programme offered to all members of the team. A cycle-to-work scheme is available for all employees.
Probationary Period: This post has a 6-month probationary period, during which your suitability for the post will be assessed.
The role is subject to a satisfactory DBS check.
Equality, Diversity & Inclusivity: We pride ourselves on being a welcoming and supportive organisation to all of our team and membership. All of our team are highly valued and we will support everyone to carry out their role successfully. As a living wage employer, we are committed to ensuring fair pay for all of our colleagues. We encourage staff to be involved with the organisation and have a flexible approach to enable our staff to work and achieve to the best of their ability. We will support individuals to develop in their roles with access to annual reviews and training development.
Key Accountabilities
Events:
- Working with the Director of Communications and Engagement, and the engagement team, leading the development and implementation of an events strategy for the Society.
- Being the lead staff member for the Events Committee, working with trustees and committee members.
- Planning, managing and delivering a schedule of events from start to finish, overseeing the experience for delegates, speakers, exhibitors, staff and strategic partners.
- Generating ideas and proposals for events, both online and in-person, to increase the reach and impact of RES events.
- Working with the engagement team to identify key plenary speakers and guests to invite to events to maximise attendance.
- Creating and managing event budgets, working towards agreed targets ensuring value for money and outstanding delivery.
- Managing all event information and plans to ensure effective communication with internal and external teams.
- Working with the Business Development and Fundraising Manager, developing the RES event sponsorship packages to support the aims of each conference and event, and the Society more generally.
- Working alongside the Director of Communications and Engagement, ensure effective messaging and targeting of key events to ensure maximum opportunities for event development and sponsorship.
- Coordinating logistics including venue visits, risk assessments, safeguarding, health and safety and resources to ensure smooth running of RES events and when present at external events, maximising the experience for delegates and guests.
- Being willing to work some evenings or weekends at events or at fringe events around key events. Being willing to travel in the UK and other countries to manage and attend events.
- Managing contractors for events, including tendering processes, contract negotiations and agreed success criteria.
- Leading event marketing to maximise promotion, registrations and attendance including promotional materials and key information for delegates.
- Working with the Digital & Media Officer to ensure up-to-date and engaging event content on both the RES website and social media channels.
- Providing regular pre and post-event reporting to the RES Senior Leadership Team and trustee committees where appropriate.
- Leading post event and meeting evaluation to ensure lessons learnt are recorded and used to improve future events and meetings.
- Leading on the provision of hybrid and online events, opening RES events to as many global members and researchers as possible.
- Leading the review of the event code of conduct, ensuring that event attendees are aware of, and follow this for each event (both online and in-person).
- Ensuring compliance with all relevant legislation such as GDPR and Privacy Policy in regards to event management
Other
- Assisting with other publications related tasks as needed e.g. occasionally supporting work on books or the RES membership magazine
- Complying with all relevant legislation and contributing to RES policies and procedures.
- Working closely with other staff to ensure effective teamworking and high standards of work including supporting the day-to-day operations at Mansion House, where applicable.
- Demonstrates commitment to equality, diversity and inclusivity, ensuring RES has a welcoming and inclusive image that is shown through all work.
- Undertaking any other reasonable duties consistent with the scope and nature of the role as requested by the CEO or Senior Leadership Team. As part of a small team, it may include supporting other roles from time-to-time depending on priorities at that time
Person Specification
Knowledge and Experience
- Significant experience of professional event management for a range of audiences.
- Strong evidence of success organising events and achieving the objectives intended during and after each event.
- A proven track record in event administration and communication, with analytical and communication skills allowing the successes and improvements to be communicated to the whole team.
- Proven background in marketing events to potential delegates, sponsors and exhibitors (online and in person).
- Demonstratable experience in building partnerships and relationships with venues, event partners and sponsors.
- Excellent understanding of the not-for-profit sector and how meetings and conferences achieve an organisation’s charitable objectives (desirable)
- Good standard of IT literacy, such as Microsoft Office and CRM packages
- Excellent standards of numeracy and literacy skills with experience of presenting financial and performance data to a range of audiences.
- Demonstrate creativity and use of initiative to achieve targets.
Skills
- Ability to develop new insights into situations; question conventional approaches; encourage new ideas and innovations; design and implement new projects/processes.
- Self-motivated and enthusiastic approach.
- Excellent organisational skills, with a proven ability to manage multiple conflicting tasks
- Excellent communication skills, both verbal (including face-to-face) and written, adapting your style for a variety of audiences
- Strong ability to proactively work alongside with the other teams in the Royal Entomological Society to maximise results for the Society
- Outstanding networking and interpersonal skills
- Excellent use of initiative and ability to work flexibly to prioritise one’s own work to meet deadlines and respond to unplanned situations
- Ability to be a key team player
- Good standard of IT literacy such as Microsoft Office and CRM packages
Personal Qualities
- A strong work ethic, trustworthy and reliable
- Compassionate attitude and understanding of the needs of people
- Positive can-do attitude
- Desire to enhance and develop skills and knowledge
- Recognition of the importance of personal responsibility for health and safety
- Commitment to values of openness, transparency and to working with integrity
- Drive and enthusiasm
