Specialist, Event Management

Please Note:

This role requires the ability to work on site 3 days per week per company policy.

The World Economic Forum, committed to improving the state of the world, is the International Organization for Public-Private Cooperation.

The Forum engages the foremost political, business, and other leaders of society to shape global, regional and industry agendas.

The World Economic Forum provides its stakeholders with a platform to engage with the Forum, each other, and the public through in-person and virtual events. The Global Programming Group is the team responsible for stewardship of the Forum’s world-class events and dedicated to providing consistent events architecture and services to support the Forum’s value proposition and impact agenda. It achieves this by shaping the Forum’s major events in the service of impact by embedding cutting edge intelligence, delivering novel interaction and experiences, and developing design frameworks and tools that support the Forum’s impact objectives.

The Event Management Specialist will report to one of the Event Management Team Leads within the Global Programming Group and will work closely with other Event Management Leads and Specialists, as well as other staff across the Group and with the broader institution, on the planning and coordination of events.

• Stewarding the Forum’s world-class events, providing consistent architecture and delivery services, and ensuring all events meet a uniform standard of excellence.
• Contribute to the development of event production frameworks, structures, processes, and tools to support the Forum’s strategic direction.

• Develop, plan, and execute event logistics services in collaboration with internal and external counterparts. Responsibilities will vary by event, focusing on one or more of the following areas:
• Programme Logistics
  :
  Coordinate sessions logistics and venues, including set-up, technical requests, catering, interpretation, and the coding in our internal platform. Provide clear support and guidelines to organizing teams, track progress, manage changes, and share information and updates with internal teams and third parties.
• Food & Beverage
  :
  Oversee catering arrangements for participants and staff, including special receptions.
• Participant Logistics
  :
  Coordinate accommodation arrangements and flight logistics with various stakeholders.
• Staff Logistics
  :
  Coordinate all staff logistics related tasks, including staff quotas registration, flight and visa arrangements, staff accommodation, and internal and external communications.
• Attendants
  :
  Coordinate the recruitment, assess the internal needs, organize logistical arrangements, and train external staff for onsite support roles, such as session control and various hospitality services.
• Transportation
  :
  Plan and coordinate transportation logistics, including airport welcome, VIP services, signage, and maps.
• Freight
  :
  Coordinate the transportation of event materials and equipment.
• Sustainability
  :
  Implement sustainable practices in event planning and execution to minimize environmental impact and waste.

• Support event planning and production for events.
• Ensure key deliverables are met within deadlines and budget.
• Contribute to analysis supporting fact-based decisions, even in ambiguous environments.
• Coordinate with internal teams (business, government, programme content, media, live production, IT, security) and external stakeholders (local authorities, vendors, partners).
• Execute procurement and contracting for event-related services.
• Understand and apply security-related principles.
• Support in-house trainings on event delivery processes, best practices, and tools.
• Organize and facilitate internal and external meetings with key providers.
• Contribute to post-event debriefs and data analysis, to improve processes.

• Impeccable project and budget management skills, with a proactive approach to updating of event production templates and methods.
• Effective interpersonal and facilitation skills, including verbal and…