We're Hiring!
We're growing our Events team and are currently recruiting for two positions. If you're looking for your next opportunity, explore our current vacancies below and find out more about joining us at Spring.
Exhibitor & Commercial Coordinator
Location: Hybrid based in Kent (primarily remote, but regular office days & meets in Thanet)
Contract: Full Time, Permanent
About the Role
We’re looking for an organised, proactive and detail-oriented Events Coordinator to join our growing team. This is an exciting opportunity for someone who thrives in a fast-paced environment and enjoys seeing projects come to life, from initial planning through to onsite delivery.
Working closely with the Events Manager, you will play a key role in the planning and execution of our international conferences, ensuring every logistical detail is managed to the highest standard.
Key Responsibilities
Event Logistics & Planning
Coordinate event requirements with venues, suppliers and contractors to ensure smooth event delivery.
Source suppliers and negotiate contracts for catering, audiovisual services, equipment and other event needs.
Support budget management, tracking costs, payments and key deadlines.
Produce and maintain event working documents, schedules and operational plans.
Collaborate with internal teams to confirm attendee numbers and logistical requirements.
Take ownership of planning and delivering social events as part of the wider conference programme.
Identify branding opportunities with event venues and work alongside the Communications team to maximise visibility.
Coordinate all logistical event details with suppliers, venues and internal stakeholders.
Onsite Event Delivery
Support the build, operation and breakdown of events.
Coordinate onsite staff and suppliers to ensure smooth event operations.
Manage venue and supplier relationships during the event.
Troubleshoot and respond to operational challenges as they arise.
Continuous Improvement
Review attendee, sponsor and stakeholder feedback to identify opportunities for future improvements.
Support the development and refinement of event processes and best practices.
Promotional Materials
Manage the ordering, production and tracking of promotional items and event materials.
Team Collaboration
Provide support and cover for colleagues across the Events team when required.
Participate in team meetings and provide regular project updates.
Document processes and share knowledge to support continuous improvement across the team.
Key Attributes
You’ll be an excellent organiser who enjoys juggling multiple priorities while maintaining exceptional attention to detail. We’re particularly interested in candidates who can demonstrate:
Previous experience in event coordination, conference management or a similar role.
Strong organisational and project management skills.
Experience managing suppliers, venues and event logistics.
Excellent communication and relationship-building skills.
Confidence working with budgets, deadlines and multiple stakeholders.
A proactive approach to problem-solving.
The ability to remain calm and adaptable in a busy event environment.
Strong Microsoft Office skills and confidence working with event management systems.
Location: Hybrid based in Kent (primarily remote, but regular office days & meets in Thanet)
Contract: Full Time, Permanent
About the Role
This is a customer-facing role, ideal for someone with strong commercial awareness who enjoys building relationships and spotting opportunities. The purpose of the role is to coordinate and deliver exhibition and sponsorship programmes, with a particular focus on exhibitor management – maintaining and proactively growing relationships with existing exhibitors and sponsors and identifying new commercial opportunities.
Organisation, professionalism and strong communication are essential.
Key Responsibilities
Commercial Coordination
Sponsorship Coordination
• Coordinate sponsorship activities, ensuring approaches are aligned and consistent across the team.
• Maintain and update the CRM system, tracking all interactions, leads and contacts.
• Maintain ongoing exhibitor and sponsor relationships, serving as the main point of contact for all
communications and enquiries.
Business Development
Identify and follow up on opportunities to grow exhibitor and sponsor participation through research and proactive outreach, building long-term commercial relationships.
Research similar events, companies and market trends to identify new partnership opportunities and potential leads.
Support the creation of bespoke sponsorship packages, ensuring terms are accurately recorded.
Reporting & Administration
Provide regular sponsorship progress reports and pipeline/conversion updates to stakeholders.
Update and monitor key statistics and data for reports and marketing output.
Share progress updates and metrics, flagging recommendations for new sponsor outreach initiatives.
Ensure all CRM and revenue data are current and easily accessible for management review.
Support the completion of sponsor documentation, including customer purchase order information, W8 forms (US documentation) and vendor order requests on external systems.
Review all vendor requests for consistency across companies, maintaining a FAQ document for historic and future reference.
Exhibition & Sponsorship
Sponsorship
Coordinate exhibition and sponsorship activity, acting as the main point of contact for exhibitor/sponsor liaison and creating and maintaining strong relationships.
Distribute the event prospectus, providing advice and guidance on packages, benefits and ROI.
Produce and process sponsorship and exhibition application forms via the online registration portal.
Work with the Accounts team on invoicing, ensuring all information is provided accurately and on time.
Track package benefits and deliverables, ensuring all commitments are fulfilled.
Produce and distribute delegate lists for sponsors and exhibitors.
Create and maintain the sponsorship webpage for each event, keeping packages and sponsor logos up to date.
Work with exhibitors and sponsors to ensure registrations are submitted by the deadline.
Exhibitor Logistics
Manage the exhibitor booth allocation process.
Work with exhibitors to track and manage their shipping, AV and furniture requirements.
Coordinate exhibitor/sponsor onsite activity, including build and tear down, ensuring exhibitors have what they need and orders are delivered as expected.
Act as the main point of contact for exhibitors and sponsors onsite.
Create the exhibitor information pack.
Communications & Event App
Update exhibition and sponsorship web pages.
Work with the Communications team to create digital and printed materials as required.
Collate and share key information and statistics for event materials.
Provide updated event and sponsorship content for mailshots and communications.
Work with exhibitors and sponsors to collate content for the event app.
Populate exhibitor and sponsor information on the event app, including the exhibitor floorplan, profiles and sponsor admin allocation.
Distribute instructions and guidance to exhibitors and sponsors on using the event app.
Act as the main point of contact for any questions on how to use the event app.
Event Attendance & Feedback
Attend PHUSE events as required to manage the exhibition and sponsorship process.
Use face-to-face time to hold meetings, maintain relationships and build new ones with vendors, gaining insight into company requirements.
Create exhibitor and sponsor feedback surveys, collating and reviewing results and sharing with key stakeholders.
Explore ways to demonstrate ROI and work with the Communications team to deliver these.
Virtual Events
Work with the Communications team to create the sponsorship prospectus.
Provide the Working Groups team with sponsorship content for the website.
Act as the main point of contact for sponsors, responsible for collating information, processing applications and maintaining trackers.
Regularly review sponsorship content on the webinar platform and within communications.
Key Attributes
Strong commercial awareness and relationship-building skills.
Proven commercial experience, ideally within events, exhibitions, sponsorship or membership organisations.
Excellent organisational and multitasking ability, with a strong focus on administrative accuracy.
Confident communicator with excellent verbal and written skills, able to build rapport with clients and spot opportunities to add value.
Comfortable liaising with exhibitors, sponsors and internal stakeholders.
Proficient with CRM systems, Microsoft Office 365, and event management platforms.
High level of professionalism and attention to detail, with the ability to manage multiple administrative priorities under deadline pressure.