Conference Coordinator - On-site

As a Conference Coordinator at Informa Markets, you will be responsible for providing crucial administrative support to the Content and Operations teams, ensuring all event deadlines are met. Your role includes speaker coordination, managing proposals, assisting with speaker preparations, and overseeing on-site event logistics. Additionally, you'll play a pivotal role in marketing support and post-event analysis to enhance future events.

To qualify for the Conference Coordinator position at Informa Markets, you should ideally have 2+ years of experience in conference operations or customer service. Strong organizational skills, excellent communication abilities, and a positive attitude are key. Familiarity with software like Microsoft365 and event management platforms will also help you succeed in this role.

Onsite support for the Conference Coordinator at Informa Markets involves traveling to various events and assisting with speaker management, A/V setups, and ensuring everything runs smoothly during the event. You will oversee registration for speakers and guests, manage presentation rooms, and provide excellent service to participants to ensure a successful event experience.

As a Conference Coordinator at Informa Markets, you can expect to travel domestically to in-person events 4-6 times a year. This aspect of the role allows you to engage directly with attendees and speakers, significantly enhancing your professional network within the industry.

Informa Markets expects a Conference Coordinator to be proficient with various software tools. Key tools include Microsoft365, along with event management platforms like Sessionboard and Swapcard. Familiarity with digital marketing materials and conference management technologies is also beneficial.

In the role of a Conference Coordinator, prioritization is key. I start by assessing deadlines and the impact of each task on the event's success. I often use tools like to-do lists or project management software to keep track of all responsibilities. Effective communication with team members also helps me identify urgent tasks and delegate when necessary.

Certainly! There was an instance where a speaker had conflicting commitments that jeopardized their participation in an event. I quickly coordinated with them to find a suitable solution, which included adjusting their speaking slot and providing assistance with their travel plans. Maintaining open and respectful communication was key to resolving this challenge seamlessly.

Effective communication is crucial in a team environment. I ensure that everyone is on the same page by scheduling regular check-ins and updates. Using collaborative tools such as shared documents and project management software allows for transparency and accountability, making our workflows smoother.

I believe that attention to detail is essential for ensuring accuracy in conference materials. I adopt a multi-step process to review each document or material, including a thorough proofread, cross-referencing information with original sources, and seeking second opinions from teammates. This collaborative approach helps me catch any potential errors before publication.

Feedback is invaluable in the post-event process. I make it a point to gather comprehensive feedback from both participants and speakers through surveys. This information is then reviewed systematically to identify strengths and areas for improvement, which informs our planning for future events.

I have hands-on experience with various conference management software, particularly focusing on tools like Sessionboard and Swapcard. I am adept at inputting programming details, managing speaker logistics, and updating session information, ensuring everything aligns perfectly with our event goals.

Unexpected changes are common in event planning, and my approach is to remain calm and adaptable. I assess the situation quickly, communicate with the relevant team members to brainstorm solutions, and implement changes efficiently while maintaining a positive experience for attendees and speakers.

I prioritize staying updated with industry trends by regularly following industry news, subscribing to newsletters, and participating in relevant webinars or conferences. This not only enhances my knowledge but also helps me contribute fresh and relevant ideas to our events.

To promote speaker engagement, I create an open environment before and during the event. This includes pre-event calls to discuss their sessions, ensuring they feel prepared and valued. I also encourage interactive sessions within the conference, allowing speakers to connect with attendees through Q&A segments and networking opportunities.

My motivation stems from the joy of creating memorable experiences for both attendees and speakers. Seeing the positive impact of an event on participants and knowing that I played a part in their success is incredibly rewarding. This drive pushes me to continually improve and innovate in each conference I coordinate.