Meetings and Events Manager

Date Posted:
01 November 2021
Closing date for applications:
29 November 2021
Royal Society of Tropical Medicine and Hygiene

Hours of work: Full time, office based

Salary: Circa £35k, depending on experience

Job type: Permanent

Deadline: 29 November 2021


Job summary

The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a society of over 1,700 members from 100 countries, who work in, or are interested in tropical medicine and global health.

RSTMH organises and participates in events as a key way of showcasing, discussing and debating key areas of tropical medicine and global health research and practice. Our range of events is wide. We deliver educational conferences and webinars, social events, research meetings for early career professionals, and high profile debates and discussions. They happen across the UK, and increasingly around the world. Our events add to the impact of our work in tropical medicine and global health, but also raise funds to allow us to continue our work as a charity.

The Meetings and Events Manager has responsibility for developing and delivering the RSTMH events within the overall strategy and budget of RSTMH. The role requires an able self-starter who is excited by the prospect of overseeing such a broad range of meetings. The candidate needs to have excellent communication and relationship building skills, and to be organised, flexible with a great attention to detail. They should be as comfortable executing and developing an events strategy, negotiating sponsorship and managing all the logistical aspects of the events programme. In addition to our own events there are a number of partners that provide event opportunities and helping maximise these opportunities is also the responsibility of the events manager.

Main responsibilities

- Responsibility for the execution of the events strategy with a focus on expanding global reach, supporting careers and improving the financial position

- Managing events from conception to completion - delivering events to the highest standard to meet their objectives of success – quality and cost effectiveness

- Represent the team on the Meetings and Events Committee, managing relations to optimise meetings

- Identify, appoint and manage Scientific Chairs, committees and sub committees to generate event content, reach new audiences and sponsors.

- Responsiblity for the income and expenditure budgets and monthly reforecasts for our meetings and events, and ensuring accurate financial record keeping

- Supporting and training colleagues to run meetings and events virtually

- Working with the team to develop all event materials – physical and digital

- Work with CEO to identify potential sponsors, develop sponsorship proposals and negotiate income

- Producing comprehensive event briefings for speakers, team and Board

- Supporting and attending events, which involves working out of office hours, in and out of the UK

- Working with the team and committees to identify prospective speakers and audiences for our events

- Evaluating and reporting on the success of each event and considering areas of improvement

- Ensure up to date event information is publicised on the website and on other RSTMH channels

- Responsible for venue and supplier contract negotiation and management

- Line managing volunteers and interns where required

- Work with the rest of the team at RSTMH to develop and implement a marketing plan for events

- Manage all event enquiries, from external and internal stakeholders

- Liaise with and manage relationships with all event stakeholders internally and externally, including suppliers, members, committees, Board, speakers, sponsors, exhibitors

- Work with the Membership Manager to maximise the engagement of event attendees in RSTMH’s work, and conversion of events attendees to be members

- Develop systems and processes to ensure we capture all data from events, as part of our CRM

- Ensure efficient processes exist for ticket sales, paying expenses and invoices

Person specification

- Passion for RSTMH and our work

- Professional and articulate

- Degree level education or relevant proven work experience

- At least 3 years proven track record of managing and delivering successful national and ideally international events, measured in terms of attendance, budgets, and achieving sponsorship

- Experience of running virtual events and webinars, with knowledge of variety of platforms

- Strong project management and organisational skills

- Evidence of working with events committees and managing suppliers to deliver events

- Numerate with budget management experience including forecasting, and planning

- Experience of drawing up and manging third party contracts for events

- Excellent problem-solving skills with a proactive approach and mind-set

- Excellent communication skills, both written and verbal

- Brilliant time management and task prioritisation skills

- Evidence of working with team, and board members

- Line management experience desirable

- Meticulous attention to detail

- Can do attitude to take ownership of events

- Relationship building skills, being able to inspire others and bring them with you

- Passion for RSTMH and its work

- Reliable team player – able to identify areas of interaction with other activities of our work, and able to work with team to increase success

- Willingness to work unsocial hours as required, and to undertake travel outside of London and the UK, with reasonable notice

- Working with a CRM system and perhaps other databases

Apply here before 29 November.