What Does An Event Executive Do?

WHAT DOES AN EVENT EXECUTIVE DO?

Published: Jul 17, 2025 - The Event Executive coordinates and delivers both virtual and in-person events while managing all logistics, content, and technical aspects. This responsibility involves handling customer support, financial administration, and survey analysis to ensure high-quality execution and continuous improvement. Additionally, the executive oversees media production, maintains accurate records, and manages budgets, resources, and project timelines effectively.

A Review of Professional Skills and Functions for Event Executive

1. Event Executive Key Accountabilities

Event Planning: Work with the event project leads to develop an event plan for each of the client events
Venue Sourcing: Work closely with the team to find appropriate venues and arrange for quotations
Presentation Preparation: Work on the PowerPoint presentation for delivery to the client within the timescales set
Merchandise Management: Source and manage merchandising, including the delivery of those items, ensuring that they clear customs within each region in time
Accommodation Coordination: Source hotel bedrooms, prepare, manage, and cross-reference rooming lists
Call Handling: Answer the phone to incoming calls and deal with queries relating to the events being run
Email Support: Respond to regular queries coming in on the event-specific email address
Information Management: Prepare FAQ sheets for various projects and become the “font of all knowledge” on assigned events
Instruction Management: Prepare and manage the distribution of delegate joining instructions
Client Reporting: Prepare weekly reports to be sent to clients after the Event Director's review
Presentation Design: Prepare PowerPoint presentations
Quote Sourcing: Gain competitive quotes for outsourced services
Form Analysis: Evaluate form creation and analysis
Deadline Implementation: Implement the deadlines within the project plan
Onsite Support: Go onsite to events and help register delegates on the day
Inventory Management: Manage the online inventory for designated client accounts

2. Event Executive General Responsibilities

Team Collaboration: Work and collaborate as part of a fun and dynamic team
Timeline Management: Create and update a critical path for all events, outlining key dates, which will be circulated to the client
Meeting Coordination: Arrange and lead internal catch-up meetings, take meeting notes, and type up to distribute
Entry Management: Manage entries on the online entry portal
Judging Coordination: Coordinate and attend judging days, organise catering and onsite collateral
Trophy Research: Research trophy options and send a confirmed copy from the Event Manager for approval
Content Collection: Chase pictures and/or logos for use in magazines, production, and brochures
Email Communication: Send finalist and unsuccessful emails to entrants via the online portal or email
Sponsor Liaison: Liaise with sponsors for guests' names, product placement, and onsite collateral as per their contract
Stakeholder Communication: Correspond with VIPs, entrants, sponsors, and judges via email and telephone
Booking Management: Use the online booking website, extract table bookings and guest names, and add to a master guest list
Design Briefing: Brief internal and external designers on event marketing elements with the help of the event manager
Finalist Follow-up: Liaise and chase finalists for attendance/logos/photos
Judging Logistics: Manage judging logistics, liaise with judges, send judging portal links, and collate responses and scores
Administrative Support: Carry out admin duties such as invoicing, badge printing, providing data lists, and producing place-cards

3. Event Executive Role Purpose

Stakeholder Coordination: Attend 'kick off meetings’ with key stakeholders to finalise logistics, brief, and program
Budget Management: Produce budgets for allocated events and monitor financials throughout event planning stages to achieve and exceed targets, highlighting concerns
CRM Setup: Set up events on the CRM system, attend regular planning meetings, liaise with the AV team, and set up any required Zoom platforms
Marketing Liaison: Liaise with marketing and communication teams for the promotion of the event and circulate promotional materials to speakers and delegates
Event Operations: Manage all operational aspects of coordinating events, collaborate with other departments such as catering, audio visual, and the internal operations team
Venue Management: With "out of house" events, initiate venue finding, contract negotiation, and manage operations with the external venue
Speaker Coordination: Assure effective liaison with speakers, and organise travel and accommodation, invite people to speak at events, and manage responses
Feedback Management: Manage feedback from delegates to evaluate the event and attend/run wash-up meetings
Strategy Delivery: Deliver the events strategy of the organisation
Programme Development: Produce a programme of high-quality events that add value to members and other attendees
Event Coordination: Organise, arrange and coordinate events, liaising with venues, suppliers and attendees
Budget Management: Ensure events are delivered on budget, promoting commercial sponsorship and partnership opportunities
Quality Improvement: Take on feedback to continuously improve the quality of events to meet the membership's needs
Membership Support: Support the Membership team to increase member numbers

4. Event Executive Essential Functions

Programme Support: Support the Events Manager on the Criticaleye Retreat programme
Team Collaboration: Work collaboratively with all teams
Event Standards: Maintain the high standard of diverse events
Admin Tasks: Undertake ad hoc administrative tasks, including emails to attendees, event reporting, and collating various information
KPI Reporting: Report on events against set KPIs, come up with ideas on how to improve processes
Venue Liaison: Liaise with venues on an ongoing basis to ensure the smooth running of all physical events
Registration Management: Manage the registration process and be the point of contact for attendees
Intern Supervision: Manage the Events Intern, organise Team Social events
Event Delivery: Deliver professional and seamless in-person, virtual, and hybrid events from proposal to completion, on time and within budget
Event Support: Assist with the delivery of larger events
Timeline Management: Manage timelines and communicate to the wider team the priorities for every event
Team Coordination: Work closely with Business Development Managers on event organisation
Onsite Management: Responsible for the smooth running of events on the day, in-person or virtually
Invitation Design: Assist with the design of, coordinating, and issuing invitations
Client Communication: Manage client responses

5. Event Executive Additional Details

Client Services: Own the event mailboxes and act as the event’s client services for generic queries, with a focus on an excellent delegate experience from the moment
Registration Management: Support building event registration sites and reporting on registration numbers
Financial Operations: Run the financial operations for global events, raising Purchase Orders requests, controlling payments timelines with finance, and supporting event financial reconciliation
Virtual Support: Support the production of virtual events, specifically on testing and content readiness
Brand Marketing: Support the Employer Brand and Employee Experience Marketing Manager in positioning Temenos as an Employer of Choice
Network Development: Support creating, managing, and growing the Brand Ambassadors network
CSR Coordination: Organise CSR activities globally from an operations perspective
Channel Management: Make sure People Communications channels (Glassdoor, Temenos.com/careers) are always fresh and engaging, and make sure stakeholders act on it if not
Campaign Ideation: Suggest ideas and campaigns to engage employees with the brand
Event Ownership: Expand into full ownership of internal brand campaigns or full event ownership over time
Vendor Coordination: Coordinate with outside vendors and follow up on the relevant payment
Supplier Management: Manage and build effective relationships with external suppliers, including negotiating cost-effective/discounted rates
Client Advising: Advise internal clients on events best practice, including provision of full costings, venue and format options, and project management schedules

6. Event Executive Roles

Sales Presentation: Present and sell TOCA Social’s event packages effectively to external clients to maximise event revenue
Client Response: Respond to enquiries promptly via telephone and email, ensure each guest’s individual and specific need is met, and be attentive at all times
KPI Achievement: Achieve individual daily and weekly KPI set by the Events Manager and Head of Events
CRM Management: Manage activities on TOCA’s CRM system, keeping everything up to date for any upcoming event bookings and ensuring the smooth running of events daily
Account Management: Manage the database of prospective, new and existing event accounts during the booking flow
Client Follow-up: Conduct post-event follow-up research with clients to secure repeat business or new business
Event Promotion: Attend networking events, exhibitions and other promotional activities to actively promote TOCA Social
Relationship Building: Build up a client black book and manage relationships
Event Knowledge: Understand all areas of the events department, including pricing, packages, and promotions, etc.
Operational Support: Support operationally with small to large-scale events to deliver the ultimate guest experience on an ad hoc basis
Brand Management: Manage the overall events brand presence
Administrative Support: Assist and support the Events team with the preparation and execution of all events, providing a wide range of administrative support
Client Management: Work with the Directors to manage the requirements of key clients who are sponsoring upcoming events
Travel Booking: Book all accommodation/transportation for global events in line with the budget set by the Directors
Calendar Management: Maintain the Group's centralised events calendars and research and maintain an industry events calendar

7. Event Executive Tasks

Client Engagement: Focus of remit - Global Learning and Development events, and Client relationship building, typically bespoke to different audiences and client-specific requirements
Training Coordination: Work closely with Learning and Development team members to plan and deliver virtual and in-person training for all employees
Relationship Events: Strategically focus on client relationship-building events
Event Planning: Work closely with Events team members to plan and deliver a programme of high-quality, innovative, and cost-effective events which stand out from competitors
Creative Design: Consistent, imaginative, and brand-focused mindset in the design of all events
Brand Integration: Work closely and collaboratively with Events colleagues to deliver a brand experience which is infused through every aspect and touch-point, for all events, in all markets
Content Delivery: Support and deliver a range of internal content-led conferences and events
System Support: Salesforce and Eventogy events team support
Schedule Management: Manage the Learning and Development annual training schedule, identify suitable dates, and determine whether to hold it virtually or in person
Content Design: Support the design of client-specific content-led events and conferences, utilise Freshfields’ corporate memberships and sponsorships
Venue Research: Establish an initial brief and conduct venue searches and feasibility studies
Client Relations: Maintain a good rapport with internal and external clients and suppliers
Cost Negotiation: Negotiate with suppliers on venue and service costs
Service Delivery: Ensure an exceptional standard of delivery, service, and attention to detail across all events within remit
Brand Thinking: Brand-focused thinking in all design, execution choices, and merchandise

8. Event Executive Details and Accountabilities

Data Management: Maintain a master spreadsheet in Excel for each event and keep all databases updated with sales contact, marketing contact, and operations contact
Exhibitor Support: Exhibitor hub management and exhibitor liaison (inviting exhibitors to the platform and assisting them with populating their profiles and products)
Speaker Coordination: Speaker liaison and speaker grid management
Speaker Follow-up: Support the producer to ensure speakers provide their information on time
Website Updates: Regular website updates for all events (uploading speaker bios, floorplans, photos, agendas, hotel pages, exhibitor logo upload, exhibitor hub management)
Registration Setup: Support the Event Manager in setting up online registration for events and webinars
Event Attendance: Attend TOC Europe and manage the TOC stand, helping exhibitors with their queries
Document Creation: Create documents on requests, invitation letters, and event guides
Feedback Analysis: Set up feedback forms and collate the findings
Supplier Liaison: Liaise with external suppliers, e.g., Designers, printers, etc
Event Execution: Develop and execute SIIA’s forums, talks, roundtable meetings, and webinars
Event Proposals: Create proposals for flagship events, including timelines, venues, vendors, staffing, and budgets
Cross-Department Coordination: Work closely with relevant departments to develop and fulfill event requirements and deliverables
Sponsorship Support: Assist in the development of proposals for sponsorships and funding of events and programs
Intern Supervision: Guide interns and work together with them

9. Event Executive Overview

Event Planning: Support the Executive Producer and team on event planning, budget, strategy, and development, to organise planned and/or sponsored events
Experience Design: Assist in the design of the event experience, ensuring a high-quality level of delivery in support of the event's strategy and stakeholder needs
Stakeholder Engagement: Develop and improve the stakeholder experience in future events
Vendor Management: Manage and liaise with vendors for quotation, logistics/services requirements, onsite setup, and delivery of the required logistics/services
System Management: Assist in the management of event websites, CRM system, EDM, and weekly newsletter
Content Drafting: Work closely with the publication team to draft content for the event website, invitation letter, marketing promotions, program brief, and social media platforms
Logistics Coordination: Liaise with hosts, exhibitors, sponsors, speakers, visitors, and internally on logistics aspects
Client Interaction: Interact with key decision makers and account holders
Meeting Hosting: Host meetings with internal and/or external parties to communicate and tie up for event deliveries
Design Coordination: Work with an in-house designer to ensure event information is accurately represented
Adaptability: Scope outside the above-listed will be required from time to time as the team needs to adapt to changing environments, e.g., digital deliveries
Client Experience: Ensure the high quality of a Saint Laurent client experience during the event
Department Coordination: Coordinate with other departments as a platform to facilitate the event
Event Conceptualisation: Conceptualise events according to the business needs and evaluate and adjust events according to actual outcomes
Competitor Analysis: Update the competitors' report systematically

10. Event Executive Job Description

Event Management: Manage a variety of corporate and private client events, including senior management conferences, social events, flagship charity events, and smaller meetings, as well as private parties
Venue Research: Research suitable venues internationally – designing and preparing event proposals
Onsite Supervision: Manage all pre-event preparation and during the event, be responsible for all on-site event supervision
Project Planning: Maintain a detailed project and budget plan for all events
Sales Planning: Plan and prioritise personal sales activities and customer/prospect contact towards achieving agreed business aims
Sales Follow-up: Respond to and follow up sales enquiries using appropriate methods
Business Development: Be proactive in securing new business for Viva Esprit
KPI Achievement: Meet various KPIS in attaining new business and growing the business
Account Management: Responsible for invoicing and account management for designated event partners
Client Communication: Identify and communicate the needs of the customer to other internal departments to ensure a high level of service
Event Coordination: Responsible for taking the lead on hirer/client communications for the event planning process, execution, and post-event
Catering Management: Collect, collate, and disseminate client catering requirements for various venues and events
Performance Monitoring: Monitor standards and strive to improve operational performance
Reporting: Collate and prepare timely and accurate financial and operational reports
Policy Improvement: Contribute to the review and improvement of policies and procedures for the department

11. Event Executive Functions

Event Coordination: Effectively coordinate the delivery of programmes and events, and conferences
Customer Support: Provide excellent customer support, advice and guidance
Event Delivery: Deliver both virtual and face-to-face events
Media Management: Oversee the filming, live streaming and video editing for live events
Content Preparation: Prepare all communications, documents and promotions in line with policies
Resource Management: Work within agreed operational plans and set targets, making effective use of resources
Webinar Management: Lead on webinar programme, managing the logistical and all technical aspects
Budget Adherence: Adhere to budgets and work with the line manager to ensure budgets stay on track
Project Management: Manage relevant projects to deliver through coordinated planning, resource scheduling and capacity management
Data Reporting: Provide and review management information relating to programme delivery, including use of associates and staff, financial information and feedback data
Survey Coordination: Ensure all customer satisfaction and impact surveys are sent out on time, and data collated and fed back to ensure continuous improvement
Record Maintenance: Ensure records are up to date and all data is correct
Quality Management: Work with the team to ensure that quality issues are raised and responded to promptly, to contribute to continuous improvement reviews, including feedback on delivery, use of third parties, etc.
Financial Administration: Responsible for all financial administration of delivery (purchase orders, contracts, invoicing)
Feedback Analysis: Manage post-programme customer satisfaction survey, impact surveys, feedback analysis and learning
Issue Resolution: Respond to any concerns or complaints raised promptly and professionally, and escalate on demand

12. Event Executive Accountabilities

Process Ownership: Take ownership of the "Ready to Sell" process to ensure that all systems are set up and ready to start selling the next event edition
Stakeholder Coordination: Coordinate multiple stakeholders to ensure deadlines are met, and complete final testing of all system integrations once all functions have completed their tasks
Salesforce Contracting: Work closely with international sales teams, contracting using Salesforce.com
Inventory Tracking: Update reports as new sponsorship is sold to ensure the inventory of items is maintained, and work closely with the Sponsorship Fulfilment Team to support the successful delivery of all sponsorship contracts
Audit Management: Work alongside the Sales and Operations team to ensure rigorous audits of the floor plan and Exhibitor Lists are carried out frequently in the lead up to an event
Report Management: Generate, maintain, and manage various reports for the Sales, Marketing, and Operations Team
Meeting Scheduling: Schedule team meetings, compose agendas/minutes
Supply Management: Audit and order team supplies, including safety boots, stationery, business cards, and refreshments for onsite, as well as the crates to transport the supplies
Inquiry Handling: Handle calls/emails from prospective exhibitors and distribute to the appropriate team member, and divert any general enquiries to the Customer Service Team
Team Collaboration: Work in close collaboration with the Customer Services, Customer Success, and Sponsorship Fulfilment teams, sharing event updates and ensuring all customer-facing teams are well equipped to support customers to the highest degree
Exhibition Setup: Set up and coordinate this busy area during the exhibition
Sales Support: Support the Sales Team with capturing interest for the next Event Edition, including contracting onsite using automated or manual contracting systems, and/or managing all incoming booking forms/enquiries
Logistics Coordination: Coordinate Team Arrangements, including booking meeting rooms, arranging team/client dinners, etc.
Data Reporting: Data entry and the production of Excel reports
Event Attendance: On-site attendance and possible travel to events

13. Event Executive Job Summary

Market Prospecting: Actively seek opportunities in the local Market and prospect the customers
Customer Relations: Build and promote strong, long-lasting customer relationships by partnering with them
Event Coordination: Handle and coordinate all confirmed meetings, events, gala dinners, and special events (weddings, family reunions, non-residential events, etc.)
Revenue Support: Assist in achieving budgeted revenues in Sales, Conference and Banqueting in keeping with the annual budget and marketing plan
Administrative Support: Offer administrative support to the sales Team and coordinate all function bookings, as per booking procedures, SOPS
Enquiry Handling: Handle and coordinate all enquiries for events in the hotel's function room, food, and beverage areas
Briefing Participation: Attend and hold pre-service briefings for daily events
Enquiry Management: Ensure that all enquiries are responded to on the same day for Czech enquiries and within 24 hours for international enquiries, and coordinate the sending out of all function proposals
Work Allocation: Efficiently handle work allocations, ensuring that standards and guest expectations are maintained
Booking Coordination: Ensure that all group bookings have valid option dates and that the proposals are actively chased before or on the option date
Asset Coordination: Coordinate showcar, simulator and other asset requests from markets, brand teams and core clients
Client Relationship: Work closely with the client to quickly achieve ‘trusted adviser’ status
Stakeholder Liaison: Regularly liaise with suppliers, clients, the F1 team and end markets to successfully bring events to life
Project Communication: Ensure efficient communication and productivity of projects through arranging regular calls, maintenance of status documents/trackers and other related admin

14. Event Executive Responsibilities

Objective Setting: In collaboration with the Head of Membership, Awards and Events, agree on objectives and outcomes for all awards and related products
Logistics Management: Manage the organisation of all event logistics, speakers, venues, and suppliers
Event Coordination: Coordinate all logistics for all event formats (online, hybrid, face-to-face), including registration of delegates, admitting delegates online, taking meeting minutes/notes, sending out follow-up feedback forms and collating results, whilst adhering to all GDPR requirements
Meeting Delivery: Coordinate and deliver a range of small events/meetings such as Sector Interest Group (SIG) meetings and quarterly meetings with clients, adjudicator standardisation meetings, etc.
Booking Management: Manage event bookings, including guest access and dietary requirements
Team Collaboration: Work collaboratively with internal teams such as Communications, Marketing, PR, Sales (Commercial) to ensure consistently high standards in the delivery of the annual events and awards programmes
System Administration: Manage all event administration systems such as awards bookings, supplier invoices, purchase orders and utilise event reports, managing all enquiry inboxes and offering support to members, customers, award submission and event attendees
Content Management: Ensure the awards and events pages are up to date, create awards and events content for social media and the Safety Management magazine
Tender Management: Produce event tender documents for venues and suppliers and negotiate cost savings with suppliers, being overseen by the Head of Membership, Awards and Events
Delegate Reporting: Regularly report on event delegates' numbers, awards and associated product purchases for the Head of Membership, Awards and Events and relevant teams
Artwork Production: Manage the design and production of all event-specific artwork for both digital and print media
Event Scheduling: Coordinate a calendar of physical and virtual client events and race hospitality programmes across the year, with some requirement for travel and weekend work
Logistics Support: Support the events team with the delivery of event logistics, including booking hotels, restaurants, transfers, merchandise orders, photography briefs, and on-site or remote support
Concept Development: Truly innovative event concepts, so that a Freshfields event ‘stands out’ and is eagerly anticipated by invited clients
Budget Management: Effectively manage event costs and budget

15. Event Executive Responsibilities and Key Tasks

Event Planning: Assist in organising and planning the Association’s events from conception to completion in the form of physical, hybrid, and virtual events
Platform Management: Use and manage digital platforms, eZoom Webinar, to execute virtual events, with knowledge and experience
Event Innovation: Research, innovate, and seek out new ways for organising events
Marketing Collaboration: Work with the marketing team to develop marketing campaigns for assigned events and ensure the events are well-attended
Vendor Sourcing: Source for vendors/suppliers based on the event’s requirements
Stakeholder Liaison: Liaise with internal and external stakeholders, vendors/suppliers for the execution of assigned events
Post-Event Reporting: Generate a post-event report, income and expenditure statement of the assigned events
Logistics Management: Organise logistics, delivery, and manage the event's inventory
Speaker Management: Speakers and delegates’ management for events
Customer Communication: Proactively and effectively communicate important information to answer questions, resolve issues, and deliver a quality experience, which ultimately results in higher survey results and repeat business
Client Support: Ensure customer needs are met by working to accommodate special requests, logistics, and payments
Service Resolution: Provide caring, personal, and effective service in arriving at a solution and following through with that solution to resolve the issue
Salesforce Entry: Regular and accurate Salesforce campaign entry
Delegate Management: Delegate management of knowledge and experience

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