Revamping the BIR Website

JOB TITLE / Events Officer
RESPONSIBLE TO / Events Team Leader / Marketing and Events Manager
RESPONSIBLE FOR / n/a
BACKGROUND
JOB SUMMARY

To providesupport to the Events Coordinators and the Marketing and Events Manager to ensure the effective running of the conference and events department of the Institute and its services,and to organise and administerthe BIR’s own scientific meetings as directed by the Events Team Leader as well as conferences organised for other clients and the prestigious radiology conference. To manage the annual RCP and ICIS exhibitions.

KEY RESULT AREAS

Meetings Programme:

To organise and administer meetings as directed by the Events Team Leader, liaising with meeting organisers regarding meeting programme and organisation. Prepare and distribute guidance notes and letters for organisers, speakers and chairman and to be responsible for any necessary follow up.
To provide administrative support to the Events Coordinators for meetings and President’s Conference as necessary.
To liaise with venues (both internal and external) regarding room hire, audio-visual equipment, catering requirements, insurance etc.
To update the BIR website with details of new and existing meetings.
To bring to the attention of the EventsTeam Leader any deviation orpotential risk totheprogramme in a timely manner.
To research appropriate sponsorship avenues for meetings and to liaise with potential sponsors/exhibitors, including requests for sponsorship and co-ordination of exhibition space where necessary.
To attend relevant committee meetings in absence of the Events Team Leader.

Meetings Publicity:

To assist with the production and distribution of pre-event publicity.
To research appropriate marketing avenues for meeting publicity to maximise attendance and revenue.
To assist with the distribution of delegates questionnaires.
To prepare events information for monthly BIR e-newsletter and events newsletter.

Meetings Registration:

To assist the Marketing and Events Assistant as point of contact for all BIR registrations (central and Branch). Undertake all necessary follow up after the event. Provide statistical feedback and regular reports.
To assist in maintaining the event databases.

To monitor attendance at meetings and provide regular updates to the Event Coordinator.

Collate and prepare delegate information packs for each meeting.
Onsite management of meetings to ensure the smooth running of the meeting on the day.

UKRC/Radiology Conference:

Poster Exhibition

To coordinate the paper poster exhibition alongside Poster Coordinator. Contact paper and electronic poster presenters with necessary instructions and create poster categories and plan information for inclusion in the congress guide. Liaise with posters sponsor to ensure delivery of poster numbers

Exhibition and Conference

To support the Events Coordinator in the sale of exhibition space and the collation and preparation of content for the preliminary programme and congress guide. To assist with the collation and proof reading of abstracts for the abstract book.

To assist the Exhibition Coordinator with exhibition organisation. Liaise with contractors and update with information as required.To act as main contact for exhibitor badges, access requirements, editorials etc.To collate and update Exhibitor information e.g. editorials, buyers’ guide for the congress guide and UKRC website

Registration

To oversee and supervise the temporary staff undertaking registrations for the UKRC course, reporting regularly to the Events Coordinator.
To liaise with badge contractor and provide regular reports as necessary to ensure smooth registration process.
To manage registration desk onsite, handling registration queries and dealing with speaker queries.
To prepare individual attendance certificates after the event.

General

To participate in planning meetings and abstract vetting day as required.
To undertake ad-hoc responsibilities for the management of UKRC in the absence of the Event Coordinators

Third Party Contracts:

To manage the annual RCP and ICIS exhibitions, liaising with exhibition and conference organisers, undertaking site visits and providing regular updates.
To liaise with contractors providing exhibition services e.g. electrical, shell scheme, carpeting and furniture etc and regularly update with information.
To liaise with venue regarding exhibition space, access etc.
To coordinate the exhibition including floor plans, exhibition manual and forms and space sales. To prepare all necessary information for exhibitors and undertake any necessary follow up.
To act as main contact for all exhibition queries and onsite, including management and maintenance of exhibitor databases.
To reconcile any expenses incurred during organisation of the exhibition and onsite.

PROFESSIONAL DEVELOPMENT
He/She will ensure personal skills and knowledge is updated through attendance of appropriate internal and external training courses and seminars, ensuring their PDP is updated regularly.
HEALTH AND SAFETY AND PERSONNEL PRACTICES AND PROCEDURES
To comply with the Institute’s health and safety policy and procedures and all statutory HSE regulations and health and safety laws. To comply with the BIR’s personnel practices and procedures. To attend the BIR’s annual mandatory seminar(s) on health and safety.