Alpha Events Manager

Role purposeThe role of the Events team within Alpha International is to oversee the organising of Leadership Conference (LC) in-person, any events around Leadership Conference (including Donor events, Wednesday CEF event, Alpha Staff day, regional satellite events) and London-based Alpha events across the year (such as Alpha Collective and Experience Alpha).

Logistical Arrangements

This role is responsible for managing health and safety across the HTB sites, catering (crew, bloom café, Brompton road food vans and green rooms), internal deliveries and LC app, along with other LC related tasks.Key deliverablesListed below are the key elements that the role holder will be accountable for delivering:

• Development and execution of the events Day Plan. This is a minute-by-minute detailed plan that holds all the information of what will take place at the event
• Gathering technical and logistical requirements from speakers, stream leaders and internal departments; then negotiating this with the IT, Production, Vergers and Volunteers Teams or with an external venue or AV suppliers
• Determining catering requirements and caterer management
• Hiring of any additional venues as required and HTB site logistics
• Attending site visits (for external venues that might be used)
• Hiring of any additional equipment required for the event
• Liaising with the Production, IT, Verger, Worship team and all other internal departments
• Ensuring any legal and insurance tasks are thought about and in place for the event taking place
• Creating floor plans for the vergers to use
• Liaising on interpretation needs are met including BSL
• Liaising regarding speakers and associated tasks including contracts, gifts and accommodation
• Liaising and implementing programme decisions
• Developing and implementing new floor plans and layouts at events
• Ensuring event Health and Safety has been implemented
• Delivery plans
• Any other event related task

Marketing And Communications

• Working closely with the marketing team on the marketing plan and budget
• Steer and monitor social media campaigns, alongside internal creative services teams
• Ensuring all GDPR protocols are followed – keeping the login access tracker up to date
• Overseeing LC app contract and content
• Delegate collateral e.g. packing tote bags

Staffing

• Volunteer recruitment working closely with the Alpha leadership on this
• Communication with HTB staff as to their specific roles and responsibilities & conducting staff briefings
• Building working relationships with volunteers and team when onsite

Registration And Ticketing

• Oversight of the busy Leadership Conference inbox for guest queries
• Creating booking system for taking in person events registrations using an online event platform
• Ensuring the Alpha leadership gets regular booking reports
• Oversight of IT equipment owned by team
• Granting access to systems

Safeguarding

• Linking in with Andy Goodwin if any safeguarding issues come up in the inboxes or at the event

Debrief

• Debrief to be done for different areas involved in

Leadership Conference Week Responsibilities

• Taking a lead role on several key packages assigned to this role
• Create and maintain comprehensive event documentation
• Writing papers on the different areas for senior management to review as and when is required
• Stay within the budget allocated and make adjustments to event constraints based on financial situation. Looking for ways to save money on all areas you look after
• Developing and implementing new and improved processes
• Holding the Alpha standard on communication in everything we do or send before, during or after the event
• Attend senior leadership meetings to provide updates as an when is required on your different areas
• Managing admin across the event, dealing with sign off, budgets and compiling post event reporting – to take learnings for next years event
• Looking at ways to improve LC year on year by researching competitor events and market knowledge
• Any other event related tasks to support Head of Events

Helping on the day at CEF events across the year (such as Alpha Collective, Experience Alpha, Rising Generation).Core behavioural competencies

• Works well with all fellow team members to deliver an excellent service to the whole organisation.
• Is able to adopt a positive attitude to change, even when it is not fully understood, and works hard to find creative solutions.
• Demonstrates high levels of commitment and flexibility; is willing to lay down personal projects for the good of the team.
• Regularly asks for feedback and looks for opportunities to learn from others and continually improve their work.
• Shows awareness and respect for different viewpoints, remains gracious under challenge, and always remains constructive.
• Keeps going, even when it is hard, but seeks appropriate help when necessary.
• Contributes fully to the day to day operation of their team or area, with flexibility and without the need for close supervision
• Using a good degree of proficiency and well - established professional knowledge, will analyse and help to find solutions to challenges and issues that ariseEssential skills, experience & knowledgeThe following skills and experience form the minimum requirements for the role:
• Committed to the vision of HTB and Alpha
• Large event management experience
• Hard worker that can handle high pressure and workload in the lead up to a large event
• Resilient to keep on going when work gets busy
• Able to juggle large and varied work load
• Tactful and diplomatic
• Flexibility in working hours in the lead up to the event due to trainings, event set up, event days and pack down
• Providing leadership to the people who report to you, including motivating team members to achieve their goals and responsibilities within the event
• A team player with a flexible attitude
• Provide guidance, mentorship, and support to other team members, creating a positive and productive work environment
• Excellent attention to detail and strategic thinker
• Strong operational and administrative background
• Self-starter, able to work on own initiative and with minimal supervision, with a sense of urgency and enthusiasm
• Strong bias to action and implementation
• Strong project management experience
• Excellent analytical, problem-solving, decision-making and resource management capabilities
• Strong internal customer-focus and service orientation
• A do-er/fixer - with plenty of energy and enthusiasm
• Excellent interpersonal and stakeholder management skills
• A high performer with high potential
• Ability to thrive in a fast-paced environment & remain composed under pressure
• Excellent written and oral communication skills that convey clearly event package status and milestones
• Exemplary organisational skills: the ability to implement & complete all essential tasks in the event planning process & prioritise these accordingly
• Exceptional organisational and time management skills to handle multiple packages along side line management responsibility
• Ability to use Microsoft office packages to a high standard (particularly MS Excel & Word).
• Budget management experience
• Proactively seeking new ways to grow and be challenged using formal and informal development channels
• The ability to builds strong relationships (internal/external) and uses well-developed project management skills to deliver event solutionsDesirable skills, experience & knowledgeThe following skills and experience would be greatly beneficial:
• Enthusiasm, energy, commitment and a sense of humour
• Understanding of Health and Safety and Insurance principles
• PRINCE2 Project Management qualification desirable
• Contract negotiation desirable, but not essential
• Experience with international clients desirable, but not essential
• Marketing and media experience desirable, but not essential
• Working on different event systems and event apps
• Proficient numeracy skills
• Proficient typing speed