Alpha Senior 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).

This role is responsible for managing all aspects of speaker communications and logistics for the Leadership Conference. The individual will play a key role in coordinating with speaker offices to ensure seamless participation, handling logistical requirements, and supporting the broader conference programme planning. This role will collaborate closely with the marketing team to enable the effective promotion of LC.

Speaker Management

This role will be involved in the wider leadership of the AI events team members, involving line management, supporting and growing team members, the events strategy along with budget management.Key deliverablesListed below are the key elements that the role holder will be accountable for delivering:

• Speaker Hotel Management, booking, paying and contracts
• Speaker point of contact for main stage and key seminar speakers, working on contracts, itineraries, requirement forms, seating , onsite logistics and budget.
• Collecting bio and photos for main stage and key seminar speakers for app, website and social media
• Overseeing and updating speaker documentation
• Post LC Tasks - Sending speakers photos and videos taken by Alpha at the event, expenses, consent forms and onsite costs.
  
  

Programme and Meeting

• Supporting on Programme with LC project manager
• Joining weekly LC Project meetings with exec and to take minutes
• Attend and take minutes for exec minutes for key meetings (monthly exec and logistical exec meetings)
  
  

Legal

• Creating Legal Contributor forms plus other legal support as required
• Overseeing weekly legal meetings and sending out agenda and taking minutes
• Oversight with legal and worship on getting relevant sync rights from CCLI and PRS for post LC video content going online
• Ensuring LC has the relevant CCLI license for in person event
  
  

Logistical Arrangements

• Develop and execute the detailed Day Plan for the event
• Gather technical/logistical requirements, and coordinate with IT, Production, Vergers, Volunteers, or external suppliers
• Manage catering needs, additional venue hire, site logistics, and equipment rental
• Liaise with internal teams (e.g. Worship, Verger, IT, Production) and attend site visits as needed
• Oversee legal, insurance, and interpretation (e.g. BSL) requirements
• Create floor plans and handle other ad hoc event-related tasks
  
  

Marketing And Communications

• Marketing oversight working with marketing manager to on event deliverables
• Oversight of speaker content for website, app and guide
• Ensuring all GDPR protocols are followed
• Oversight of post LC content which marketing will use e.g. podcasts, videos etc
  
  

Staffing

• Communication with HTB staff as to their specific roles and responsibilities & conducting staff briefings
• Building working relationships with volunteers and team when onsite
  
  

Safeguarding

• Linking in with the HTB group safeguarding officer, if any safeguarding issues come up in the inboxes or at any event
  
  

Health and Safety

• Ensuring all necessary Health and Safety measures and precautions are put in place for all AI events that fall under the remit of the Events Team
  
  

Support the Leadership Conference Project Manager in the following Responsibilities:

• Support Head of Events on certain areas, including:
• Programme (all activities happening Mon and Tues including lunches, mass etc)
• Speakers (including contracts, hotels, front row seating etc)
• Lounge and networking spaces
• Worship
• Interpretation
• Post conference content package
• Disability planning and promotion
• Social Media and Marketing
• Weekly meetings for key areas of LC including, legal, speakers and programme
• Helping the Head of Events with the budget and strategy process to plan the team’s activities for the following year.
• Deputising when Head of Events is away
  
  

Support wider HTB Group event activities throughout the year including CEF events, Alpha events, Christmas and HTB AlphaCore behavioural competencies

• Sets an example to their team and the rest of the entity in living out our organisational Values at all times.
• Treats all colleagues with respect, irrespective of background, role and viewpoint, and sets the expectation of the same behaviour from all team members.
• Helps to maintain a culture of trust and empowerment through which all team members are able to learn and grow without fear of failure or negative consequences.
• Is prepared to speak the truth in love and encourages openness and honest communication.
• Continuously seeks opportunities for improvement and growth - for self, team and area.Essential 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
• People 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
• Excellent attention to detail and strategic thinker
• Able to juggle large and varied workload
• Strong operational and administrative background
• Self-starter, able to work on own initiative and with minimal supervision
• Strong bias to action and implementation
• Strong project management experience and understanding of Prince 2 principals and processes
• 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
• Exemplary organisational skills: the ability to implement & complete all essential tasks in the event planning process & prioritise these accordingly
• Ability to use Microsoft office packages to a high standard (particularly MS Excel & Word)
• Budget development and management experience
• A team player with a flexible attitude
• Tactful and diplomatic
• Flexibility in working hours in the lead up to the event due to trainings, event set up, event days and pack downDesirable 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