GUEST MANAGEMENT SERVICES (GMS) PROJECT EXECUTIVE JOB DESCRIPTION & PERSON SPECIFICATION NAME: DEPARTMENT OR TEAM: Events REPORTS TO: Guest Management and Flight Services Manager

Objectives of Role: Working within our Events Department, the Guest Management Services team takes responsibility for all delegate registration activities. Events under the company’s management can involve the attendance of many hundreds of delegates, so the existence of an efficient and effective Guest Management Services team is key to the department’s success. This position holder is required to take ownership of specific Guest Management duties, working as part of a close-knit team, and delivering to a high standard. Accuracy and timelines are essential requirements of the position. Responsibilities: To include, but not be limited to, the following: • Ensure all output from Guest Management Services team is quality controlled

and proofread • Ensure delegate registration is provided efficiently, productively and

proactively • Co-ordination of accurate and grammatically correct delegate

communications, in liaison with Event Delivery team, including researching, writing of and proofreading of mail pieces

• Communication with 3rd party suppliers and clients in a professional and appropriate manner

• Conform with company procedures in all aspects of Guest Management • Provide initiatives for improvements to our systems and procedures • Liaise with the project team, Client Services team, clients and other BI

WORLDWIDE Associates in a professional and timely manner • Research and identify new products on the market, liaising with your line

manager, Guest Services Management team and the Events Department • To be familiar with and support the account strategy of projects • Maximise time efficiency and profitability at all times • Attend regular account/project progress meetings and debriefs as required • Understand and continually update your knowledge on BIW’s products,

services and commercial strategy • Where relevant, attend supplier presentations and training courses to

enhance product knowledge • Represent BIW’s externally at trade shows, educational trips and industry

events • Undertake worldwide travel as and when required

• Update CX3 process documents to ensure they are continuously fit for purpose and proactively implement changes, when identified

• To lead in fully resolving any project challenges related to GMS, working with the delivery team to identify solutions that meet client requirements. Learning from each challenge and ensuring lessons are shared within the team.

• To take on additional responsibilities where required This job description should be regarded as providing guidelines within which an individual works. Other duties within the skills and capabilities of an individual may be assigned from time to time. Person Specification: The experience, skills, and personal attributes required of the job holder include, but are not limited to: • Someone with a passion and energy for live events and wanting to join a fast-

paced agency environment • Administrative experience, ideally in a busy service-focused environment or an

events department within an agency or corporate entity • Experience of providing a high level of customer service • Database management (experience of using Stova, Cvent, CrowdComms or

other delegate management platforms or database) to include producing reporting – would be advantageous but not essential

• App Management (experience of using SpotMe or other app platforms) would be advantageous

• Experience of managing and interrogating large volumes of complex data • Clients management skills • Experience in creating websites (primarily within a registration system) would

be advantageous however not essential • Intermediary or advantage level knowledge of Excel • Excellent attention to detail • Proven ability to manage and prioritise a busy and demanding workload • Excellent communication skills as well as the ability to liaise with people at all

levels • Proficiency in Microsoft Office applications – particularly Excel, Word and

PowerPoint The relative importance of these requirements will vary, particularly in relation to the client, account, programme, or event to which the job holder is assigned. Last Updated 2025

SENIOR PROJECT MANAGER JOB DESCRIPTION & PERSON SPECIFICATION NAME: DEPARTMENT OR TEAM: Events REPORTS TO: Project Director Objectives of Role: 1. To deliver outstanding events on behalf of our clients, maintaining positive

cash flow and good profitability through excellent file management and supplier/client negotiations.

2. To constantly update and evolve event management techniques and knowledge for the benefit of providing best practice and excellence to our client base.

3. To support the Head of Events and Operations Director in development of associates, leading by example.

Responsibilities: To include, but not be limited to, the following: • Full project and file management through the life of the event, from

contracting to reconciliation including timeline management and travelling on-site

• Supporting Project Directors with financial responsibility of projects (including tracking of profitability) and full management of own budgets for small/medium sized projects

• Financial oversight of projects working with Head of Events, Operations Director and Project Accountant where support is required

• Support the Project Director in development of PEs and PMs through identifying gaps, and through directing, supporting, coaching and delegating

• Acting as a role model for less experienced team members through consistent, positive actions and behaviours

• Management of and supporting the PDs, Content Producer and Event Producer in all creative content solutions to deliver an engaging event on and off stage – such as films, PPT content, graphic design, session and presentation design, breakout design, digital content, tech & AV support and environment design

• Drive client organic growth • Management of all delegate communications, in liaison with Guest

Management team, including sign off of all websites and all communication pieces

• Management of the on-site programme, including contracting, briefing and managing the on-site team and all 3rd party suppliers

• Preparation of all client contractual documentation for signature by Head of Events

• Ongoing analysis of supplier performance and working with our Operations Director to deal with any issues, ensuring that BI WORLDWIDE is always working with best suppliers at best prices

• Liaison with Project Directors, updating them on any relevant issues in a timely manner

• Be fully aware of the time estimated for work on the project and ensure all team members achieve project delivery within time estimated

• Proactively drive setting up and participating in project and account meetings including debriefs (internal and external) ensuring you are always fully prepared in advance of meetings

• Drive our company and team ambition, to deliver sustainable events and support our clients to use our tool, event:decision - Responsible Event Track Report to report their progress on sustainability actions

• Ownership of all change management on the project ensuring changes are charged for

• Formally present, as and when required, at client / other meetings • To understand and continually update your knowledge on BI WORLDWIDE’s

products, services and commercial strategy • Represent BI WORLDWIDE externally at trade shows and at industry events

and attend relevant supplier presentations and training courses to enhance knowledge as appropriate

This job description should be regarded as providing guidelines within which an individual works. Other duties within the skills and capabilities of an individual may be assigned from time to time. Person Specification: The experience, skills, and personal attributes required of the job holder include, but are not limited to: • The ideal candidate will have at least 5 years’ experience in event project

management. • Good experience of managing the venue and delegate logistics of global

events for premium brands, in a full event management capacity (client pitch to reconciliation of accounts) – including but not limited to global venue sourcing, delegate communication, delegate registration, programme and agenda shaping, ground management, branding and signage and catering

• Experience of content development and how to bring alive messaging in a live / virtual event environment. These solutions include but are not limited to, film, PPT content, print design, theme and concept creation, Tech and AV, team build activities, keynote speakers, Apps and digital platforms

• Proven track record in producing and executing small and medium scale events

• Project budget management and client revenue handling • Willingness to travel for event delivery, site inspections and meetings as

necessary • Attention to detail and accuracy in documentation production essential • Excellent organizational skills • Client management and revenue growth through upselling or cross-selling

The relative importance of these requirements will vary, particularly in relation to the client, account, programme, or event to which the job holder is assigned.

Last Updated 2025