Project & Role Summary

Goal

To curate & deliver two empowering events that uplift the business ideas and aspirations of early stage refugee entrepreneurs in London this summer 2023, as well as to set & document a new gold standard for such events that we can teach our partners worldwide.

Read more about the Up Collective programme here.

The role

We are looking for an experienced, focused and versatile event manager & promoter.

Project Length

18th April to 4th August 2023

Events you’ll manage

1. In person testing event, planned for week 3-Jul.
2. See impressions of the testing events in Up Collective here.
3. Final Showcase & Graduation event: A new format, combining in person pitch - in person showcase & a graduation celebration in a single event day,
4. planned for week 31-Jul.
5. See impressions of our graduation events here.

Anticipated Effort

• 27 working days in total:
• 11 for the testing events
• 16 for the final showcase
• Prep phase: Normally up to 15 hours / week, mostly self managed
• Working hours flexible asides from requirement to meet with TERN Team 1-2 key meetings per week. The work rhythm will be different in event peak times:
• Event peak times:  3 days a week, in all of the following weeks:
• w/ 26-Jun + w/ 3-Jul + w/ 17-Jul+ w/ 24-Jul

Budget, rates, perks!

• £180 per diem
• £25 per hour 
• Total fixed contract value: £5,000
• Perks: A flourishing relationship with TERN & partner Ben & Jerry’s, as well as literally more free B&J ice cream than a single human can eat!
• If it goes well, a real prospect to become TERN’s go-to Event Management Contractor!
• See our Employer profile on Escape the City here.

Key responsibilities 

Manage the planning and execution of the Prototype Test Event and the Showcase Event for the Up Collective pre-incubator program for refugee entrepreneurs.

See detailed brief below

Required skills & experience

Your core skills & experience:

• 3 years or more proven, demonstrable experience as:
• an event producer, manager or coordinator,
• coordinating event teams with multiple contributors
• Experience with events in the entrepreneurship / empowerment programmes is a plus.

• Experience preparing MCs & event speakers for their role in the event
• Experience in budget management and event financial reporting.
• Knowledge of event-related laws, regulations, and best practices.
• Excellent organisational, project management, and time-management skills
• Ability to work in a fast-paced, dynamic environment and handle multiple tasks simultaneously.
• You are familiar with some of the software and tools that TERN uses - but in any cases, you pick up new digital tools in no time.
• Familiarity with event planning and management tools.

Your working style:

• You are always focused on event goal priorities
• Once your event priorities are well on track, you dedicate some time to use your design eye and ‘special touch’ to make events well produced and enjoyable for the audience
• You love being trusted and are self motivated and autonomous, 
• Despite being autonomous, you don’t disappear down the rabbit hole and communicate, on time, exactly what people need to know.
• You are good at bringing a team of multiple contributors on board, understand their strengths and leverage them effectively
• You are kind calm and patient in your communication with team and audience, even in high pressure moments, when the going gets tough or when you have to refocus people on priorities

Noteworthy:Please note, as an increasingly community led organisation, TERN is excited about applications by experienced leaders, including from TERN’s alumni and TERN Champions. Of course, applicants from all backgrounds are welcome to apply :)

Application process

• Submit your application here (link) by deadline
• We will seek informal screening interviews with up to 5 applicants
• Interviews with 2-3 shortlisted candidates will take place thereafter

Start Date

Week 17th April 2023

Confirm your interest hereby 8pm, 10th March

Detailed brief

Key success metrics:

Testing event

• The testing event gets 90 total RSVPs on Eventbrite
• Of them, 70% or more attend
• 90% of participating entrepreneurs respond that “the event moved their business idea forward” in the post event user survey
• On average, testing entrepreneurs get at least 8 feedback survey submissions
• On average, the event audience has rated the event 8.5/10 or more
• The testing event is delivered within budget
• The testing event and each entrepreneur’s testing presence at the event has been captured has been documented with high quality photography & videography

Key success metrics:

Final highlight event

• The Final Highlight event gets 120 total RSVPs
• Of them, 80% or more attend
• 90% of participating entrepreneurs respond that
• “the event moved their business idea forward” in the post event user survey
• On average, participating entrepreneurs get at least 8 pitch feedback
• survey submissions or 8 showcase survey submissions
• On average, the event audience has rated the event 8.5/10 or more
• The testing event is delivered within budget
• The Final Showcase event and each entrepreneur’s showcase presence / presentations at the event has been captured has been documented with high quality photography & videography

Key responsibilities

1. Develop and implement event plans, including timelines, budgets, and logistics.
2. Ensure the events are delivered on time, within budget, and to a high standard.
3. Coordinate with internal and external stakeholders, including staff, refugee entrepreneurs, attendees, and partners.
4. Co-Manage event-related communications and publicity efforts,
5. including invitations, RSVPs, and follow-up communications.
6. Oversee all aspects of event setup and execution, including venue selection, equipment and supplies procurement, and event staffing.
7. Ensure, in collaboration with TERN Directors, that all necessary licences, permits,
8. and insurance requirements are in place and up-to-date.
9. Maintain accurate event records, including budget tracking, attendee lists, and feedback.
10. Provide on-site support and troubleshooting during events.
11. Conduct post-event evaluations and provide recommendations
12. for future improvements in a NOTION Guide.

Who you’ll interact with

• TERN Team Members
• TERN Champions
• The entrepreneurs preparing for the event, as well as their volunteer mentors
• The event audience
• Our photographer / videographer contractor(s)
• Occasionally, stakeholders from the Ben & Jerry’s social mission team

Working with

Supervised by, reporting to: Director of Social Innovation Fred Kastner

Collaborating with:

• TERN Coaches: Adele Meyer, Lucas Farthing, Ely Ahamed, who each manage a group of entrepreneur going through the Up Collective programme and who will be principally in charge of getting the entrepreneurs ready for the th event
• Adele Meyer will support knowledge transfer, as she hands over the event management having coordinated these in previous years
• Ely Ahamed is TERN’s F&B specialist and will supervise food safety and catering at the events in coordination with the Event Manager
• TERN Champions as hosts / MCs / co-presenters at the events
• Mai Brightling, Growth Marketing Lead at TERN, to:
• collaborative develop RSVP campaign assets
• Ensure the capture of video stories and strategic capture
• of photography and video B roll at both events
• Elif Ulun Asci, Social Mission Programme Manager, Ben&Jerry's

Working Methods

1. Regular team meetings with TERN Director and TERN Coaches. 
2. Regular interfacing with, reporting to (Calls, slack) with TERN Director
3. Regular interfacing (calls, slack) with the TERN Coaches
4. to help them prepare their caseload for the event
5. Meetings with TERN Workshop Champions, to prepare them for speeches / MCing
6. You will participate in Online workshops alongside the TERN Coaches prior to the events, to raise entrepreneurs’ awareness of the events as an opportunity, to clarify event parameters and what is expected of them
7. If time allows, you will offer 1-1 bookable time using Calendly or an equivalent booking tool to help entrepreneurs and their mentors with their event scope, in the 2 weeks prior to each event.

Key tools & assets

• Eventbrite for ticketing
• CANVA for the creation of a whole range of assets
• Google Sheets templates developed by TERN for event management, RSVP management, RSVP campaign management, etc.
• NOTION to:
• Take notes, project manage
• Create participant and audience facing event guides (improving our existing guides)
•  document good practices (improving our existing guides)
• Slack & Google Meets for communication
• Google Drive to curate event media