EVENT TECHNOLOGY SPECIALIST - Reed & Mackay
24 Hour Assistance: +44 (0) 207 246 3333

EVENT TECHNOLOGY SPECIALIST

London, Farringdon

REPORTING TO: HEAD OF EVENTS UK/US

Reed & Mackay leads the global travel and event management arena with extraordinary service and proprietary, client-led technology. Ranked first in the Sunday Times International Fast Track 2020, we are a business that is always looking forwards, while ensuring that we’re everything that our clients need today. In May 2021, we became part of the TripActions Group, and together we are setting the agenda for the future of business travel.

ROLE SUMMARY:

Reed & Mackay employs over 380 people and is in the top ten of its sector. As a strategic event, travel management and services company it is a leader in its field with a vision to attract, develop and retain the most talented people within the industry. Delivering outstanding service to clients has remained the focus for the business and by demonstrating ROI for customers significantly above any other TMCs we continue to outdistance our competitors.

Event Registration and Delegate Management are an important component to the success of an event at R&M. Our events are varied and can consist of group flight only bookings to full onsite event management therefore the willingness to understand all areas of the department is crucial . This varied role requires a team player with excellent experience in building registration sites along with strong relationship, communication and commercial skills who will develop industry leading relationships that deliver value to both clients and suppliers.

The successful candidate will have a proven track record in building event registration sites and supporting with delegate management whilst retaining and developing client business. Attention to detail, demonstrating value and building long lasting relationships are key for this appointment.

KEY RESPONSIBILTIES:

The Event Technology Specialist will join the Groups, Meetings & Events team taking responsibility for creating online registration websites using a third party software. Working closely with our clients and the internal teams to tight deadlines, displaying excellent attention to detail and delivery of the highest standards is essential at all times.

This exciting role in a constantly growing department consists of meeting and servicing clients, designing website briefs, improving processes and the opportunity to work closely with an enthusiastic team delivering the overall project.

Event Technology Responsibilities

  • Understanding client briefs, and advise on the most appropriate registration process
  • Provide a design concept for websites incorporating clients branding, including offering additional event technology solutions for clients
  • Documenting the scope of each project
  • Create online registration websites using event registration software. These could be flight only and/or full event management sites
  • Create Event apps using event app software if required
  • Ensure a seamless registration process for delegates including hotel and flight bookings
  • Support members of the Groups, Meetings & Events Teams to develop and utilise times for registration sites, including launch date, internal and external communication plans (save the dates, invitations, pre-trip communications etc)
  • Overseeing data integrity and quality control during site build and registration process
  • Creating advanced custom registration reports in accordance with the client needs
  • When required, act as onsite registration manager on events, performing all attendee management duties, including all communication, reporting, documentation duties, and management of housing blocks and rooming lists for assigned programs
  • Assist with reconciliation of all final participation data for accurate final attendee report, incorporating cancellations, late additions, walk-ins, etc. to ensure final attendee database is accurate and complete
  • Troubleshoots registration and/or attendee management issues and escalate to Account Manager or to Technology Partner (Cvent) when necessary
  • Multi-task and meet deadlines in a pressurised environment without compromising service levels to clients
  • Template build and management
  • Keep up to date with event technology trends, including Cvent mobile apps and On-Arrival technology

Client Responsibilities

  • Attend client meetings and pitches and debriefs to include attending scoping calls and RFPs for all Cvent technology including Cvent mobile event apps
  • Ensuring delegate queries are managed in a timely fashion with attention to detail and the highest possible service levels
  • Able to provide time effective solutions across all aspects of an online solution

Administrative Responsibilities

  • Responsible for event technology supplier relations
  • Assists with maintaining graphic and document libraries
  • Recommends improvements to standard procedures for registration website building, including standard inclusions, language, and functionality to be used as training documents and manuals in website building and attendee management.
  • Work with proposal development on pricing and budgeting
  • Represents Reed & Mackay at approved industry events, including Cvent training and other events
  • Achieve individual and team based objectives
  • Be the ‘go to’ person for events related technical requested and knowledge
  • Support with onboarding and training for colleagues
  • Any other duties as assigned
  • Raising invoices for work undertaken

WHAT WE’RE LOOKING FOR:

  • Good working knowledge of delegate registration software (preferably Cvent)
  • Delegate Management experience both in office and on site
  • Good working knowledge of HTML and ability to hand code HTML
  • Quick to learn new systems and processes
  • Proven analytical skills with consistent high attention to detail; accuracy in spelling and grammar
  • Strong Microsoft 365 skills
  • Ability to work as part of a team in a demanding environment
  • Excellent interpersonal skills
  • A quick thinker who provides solutions in a measured way
  • Good business acumen
  • Multi-tasker with excellent organisational and time-management skills, with the ability to manage multiple projects and additional responsibilities while maintaining exceptionally high standards
  • Customer focused with excellent client facing skills whether on the phone or in person
  • Have an interest and passion for all things tech in the world of Events with the ability to eloquently express this to colleagues and clients
  • Personal integrity, initiative and a drive to succeed and service clients to the most positive outcome
  • Proven ability to operate in a fast-paced corporate organisation

INTERNAL RESPONSIBILITIES:
Responsible for assisting with compliance to Reed & Mackay’s certification programmes and policies.