Delegate Experience and Administrative Coordinator

Full Time

As part of Istoria Group, Ignition are multi-award-winning specialists in creating and delivering meaningful exhibitions, events, and experiences – underpinned by sustainable values. We are a strategic and creatively led agency with production expertise. We are proud of our dedicated and talented team – a team of thinkers, strategists, designers, and project managers who partner with our clients to envision, create, and deliver the ultimate experiential event, exhibition, or congress anywhere in the world.

 

The role 

The Delegate Experience Coordinator will play a key role in delivering a seamless delegate journey across the full event lifecycle. This role manages registration site setup, approvals, communications, travel coordination, reporting, and other administrative tasks. The position is part-time, working reduced hours, spread across 5 days, providing consistent daily support. It requires exceptional attention to detail, excellent communication skills, and ideally experience with event registration platforms such as Cvent.

 

What you’ll be doing

Working alongside all areas of the business from project management to digital, the main duties and responsibilities include:

Registration Site Setup & Management

  • Build event registration sites using client-approved platforms (e.g. Cvent), including applying event codes, branding, agenda content and speaker bios.
  • Prepare and maintain approval documents for registration sites, updating them as changes occur.
  • Action client feedback and adjust forms, content and site settings as needed.
  • Build and manage event surveys, including the approval processes and client-driven updates.

Delegate Communications & Support

  • Distribute registration weblinks to clients, ensuring accuracy and branding compliance.
  • Provide weekly registration reports.
  • Add registrations manually for speakers, faculty and clients.
  • Manage shared mailbox communications, providing timely and helpful responses to delegate queries.
  • Facilitate all communications including confirmations, reminders, travel instructions, joining instructions and post-event surveys.
  • Issue personalised joining instructions.

Data Management, Reporting & Compliance

  • Update waitlists, cancellations and attendance statuses and inform the client.
  • Mark attendance post-event and create detailed reports (attended vs. no-shows/cancellations).
  • Distribute post-event surveys, collate feedback and present summary insights.
  • Create reimbursement forms for delegate expenses and submit completed receipts to Finance.

Travel & Accommodation Coordination

  • Maintain travel tracking tools, ensuring all bookings progress in a timely manner.
  • Prepare travel email templates for approval and distribution.
  • Chase non-responsive delegates and assist with travel change requests or cancellations.
  • Create and update rooming lists for hotel partners and liaise with suppliers as needed.

Onsite / Event Delivery Administration

  • Prepare briefings for badge production, certificates and related event materials.
  • Provide badge lists for printing, to suppliers
  • Manage dietary requirements and special requests to catering or venue teams.
  • Support onsite registration and delegate assistance when required. (Some travel may be required).

 

All about you 

  • Experience with event registration platforms (ideally Cvent) including site build, approvals, surveys and reporting.
  • Strong administrative skills with exceptional attention to detail.
  • Ability to manage multiple deadlines under pressure.
  • Ability to remain calm under pressure
  • Confident communicator with experience in high volume delegate or customer communication.
  • Highly organised, able to multitask, and comfortable working in fast paced event environments.

 

Demonstration of our values: EPIC

You’ll love a challenge, seeking out continuous improvements and driving profitability. You will relish the opportunity to be part of our strategic growth but not be afraid to roll up your sleeves and get stuck in when needed. We strive to be the best we can through our EPIC values and seek new team members that share and demonstrate these values, being:

  • Entrepreneurial spirit
  • Personable approach
  • Intelligent thinking
  • Collaborative working

 

Some of the rewards on offer

  • Competitive salary, depending on experience
  • 25 days holiday pro-rata (plus 3 personal days)
  • After 5 years of service, you accrue 1 extra day per year, up to total holiday allowance of 30 days
  • 1 knowledge day – out of office to attend conference / continuing education
  • Positive working policy, including flexible hours and hybrid working
  • Perkbox – Benefits and Rewards Platform
  • Cycle to Work Scheme – Spread the cost of a new Bike and accessories tax free
  • Company pension scheme and Life Assurance
  • Optional home working – 2 or 3 days per week (if full time 3 days, if part time 2 days). Set days in the office are Tuesday and Wednesday
  • Discretionary bonus scheme – paid annually, up to 10% of contracted salary (dependent on meeting company targets)
  • Annual Epic Award – internal awards known as the ‘EPICs’ reward employees who have truly lived and breathed our values throughout the year
  • Christmas Office Closure

 

How to apply

If this sounds like you, share your CV with any relevant experience to careers@ignitiondg.com

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.