# Alpha Events Coordinator

**Company:** [HTB Group](http://jobs.workable.com/companies/2P3ZP1DmSXMq5eMwMvRHLu.md)
**Location:** London, United Kingdom
**Workplace:** hybrid
**Department:** Alpha International

[Apply for this job](http://jobs.workable.com/view/4c2c2209-29c4-4782-a0cd-208ab81127dd)

## Description

We are looking for a highly organised and proactive Events Coordinator to join our Events team. This role will support the planning and delivery of Leadership Conference (LC), associated conference events, and a range of London-based Alpha events such as Alpha Collective and Experience Alpha.

You will coordinate speakers, worship teams, logistics, volunteers and event administration, ensuring every detail is delivered to a high standard. The successful candidate will thrive in a fast-paced environment, enjoy managing multiple priorities, and be passionate about creating outstanding event experiences.

Some of the key responsibilities include:

**Speaker & Contributor Management**

-   Coordinate speaker communications before, during and after events.
-   Manage speaker onboarding, including biographies, photographs, contributor forms and requirements gathering.
-   Arrange speaker travel, accommodation, transport and itineraries.
-   Coordinate speaker contracts, honorariums, gifts and expenses.
-   Manage speaker seating, accreditation, passes and ticketing requirements.
-   Maintain accurate event trackers and records.
-   Support seminar and lab speakers, including Slido management and session logistics.
-   Ensure all post-event deliverables are completed, including photos, videos, consent forms and reimbursements.

**Worship Team Coordination**

-   Coordinate onboarding and logistics for worship leaders and contributors.
-   Liaise closely with worship oversight teams regarding schedules and requirements.
-   Organise worship hospitality, speaker gifts and resource distribution.
-   Support worship teams during event delivery and ensure all administration is completed post-event.

**Event Planning & Operations**

-   Develop and maintain detailed event day plans and operational schedules.
-   Gather and coordinate technical, production and logistical requirements across multiple stakeholders.
-   Manage catering, venue bookings and supplier relationships.
-   Coordinate site visits and event logistics for external venues.
-   Assist with floor plans, venue set-up and operational planning.
-   Ensure interpretation and accessibility requirements are fully supported, including BSL provision where required.
-   Work closely with Production, IT, Estates, Vergers, Worship, Finance and other internal teams to deliver successful events.
-   Support programme implementation and event communications.

**Volunteer & Staff Coordination**

-   Support volunteer recruitment and engagement.
-   Coordinate staffing requirements and event briefings.
-   Build strong relationships with volunteers and event teams onsite.
-   Ensure all staff and volunteers are equipped with the information they need to fulfil their roles effectively.

**Health, Safety & Safeguarding**

-   Support the implementation of safeguarding processes and escalate concerns appropriately.
-   Ensure health and safety measures are considered and implemented across all events.
-   Assist with risk management, compliance and insurance requirements where relevant.

**Leadership Conference Delivery**

-   Take ownership of key event workstreams during Leadership Conference.
-   Develop and execute detailed operational plans for allocated event areas.
-   Manage budgets and purchasing responsibilities within assigned projects.
-   Identify opportunities to improve processes and increase efficiency.
-   Champion Alpha's standards of communication, hospitality and excellence throughout every stage of the event lifecycle.
-   Provide additional support to the Head of Events and wider Events team as required.

## Requirements

The 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 workload 
-   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
-   A team player with a flexible attitude
-   Excellent attention to detail and strategic thinker

## Benefits

We offer a comprehensive benefits package designed to support your wellbeing and work-life balance, including:

-   25 days annual leave (plus public holidays) , which increases with length of service
-   Pension scheme contributions
-   Employee Assistance Programme for confidential support
-   Medicash plan
-   Enhanced maternity, paternity, adoption, and shared parental leave
-   Access to training and development resources to help you grow in your role