Event Travel Planner Coordinator

Job Title: Event Travel Planner Coordinator

Location: London and Midlands – Hybrid (plus travel as required)

We are Strata!

Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences.

As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients.

Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters.

Job Overview

The Event Travel Planner Coordinator is responsible for the end-to-end planning, coordination, and delivery of travel and delegate logistics across a diverse portfolio of events. This role combines travel management, delegate engagement, registration operations, supplier coordination, financial administration, and onsite event delivery to create seamless and exceptional attendee experiences.

Working closely with clients, delegates, suppliers, venues, and internal teams, the successful candidate will manage every stage of the delegate journey, from registration and travel planning through to onsite support, post-event reporting, and reconciliation.

Key Responsibilities

Delegate Management & Registration

• Manage attendee registration, travel, accommodation, transfers, and visa support across multiple events.

• Build, maintain, and manage event registration websites, apps, and delegate management platforms.

• Create, test, and distribute event communications, including invitations, registration emails, joining instructions, personalised itineraries, and event updates.

• Monitor registration inboxes and respond promptly to delegate and client enquiries.

• Maintain accurate delegate records and ensure data integrity throughout the event lifecycle.

• Produce detailed registration reports and attendance analysis for clients and internal stakeholders.

• Manage event hotlines and provide high-quality customer support before, during, and after events.

Travel Planning & Logistics

• Coordinate all delegate travel arrangements, including flights, accommodation, airport transfers, ground transportation, and VIP travel requirements.

• Create and maintain rooming lists, flight manifests, transfer manifests, and travel documentation.

• Source, negotiate, and contract UK and international venues and accommodation suppliers.

• Liaise directly with travel suppliers, destination management companies (DMCs), venues, and transportation providers.

• Prepare welcome packs, travel documentation, and delegate materials.

• Ensure smooth execution of all travel logistics and delegate movements.

Event Delivery & Onsite Management

• Support and manage onsite event delivery, including attendee registration, check-in, hospitality desks, troubleshooting, and delegate engagement.

• Act as a key point of contact for clients, delegates, suppliers, and operational teams during live events.

• Coordinate with production, digital operations, venue teams, and external suppliers to ensure successful event delivery.

• Conduct site visits, venue inspections, menu tastings, and other client-facing event planning activities.

• Undertake domestic and international travel as required.

• Represent the agency professionally onsite and maintain the highest levels of client service.

Reporting, Data Management & Reconciliation

• Maintain accurate event, travel, and delegate data throughout project delivery.

• Produce client-facing reports, attendance reports, reconciliation documents, and post-event analysis.

• Prepare all onsite and post-event operational reports.

• Participate in event debriefs, identifying successes, challenges, and opportunities for continuous improvement.

• Ensure compliance with internal processes, data protection requirements, and client expectations.

• Escalate issues and risks appropriately to managers and project teams.

Financial Management

• Create and manage event travel budgets.

• Process purchase orders, supplier payments, and invoicing activities.

• Monitor project expenditure and ensure financial accuracy throughout event delivery.

• Support reconciliation processes and final event accounting.

• Apply knowledge of disclosed agent practices and Tour Operators' Margin Scheme (TOMS) requirements where applicable.

Team Collaboration & Continuous Improvement

• Work collaboratively with project teams, producers, coordinators, digital operations, and senior stakeholders to deliver successful events.

• Share best practice, knowledge, and lessons learned across the team.

• Stay informed of industry developments, emerging technologies, and delegate engagement trends.

• Contribute ideas that improve operational efficiency and enhance the delegate experience.

The successful candidate must be able to demonstrate the below experience:

Essential

• Previous experience in a travel, and/or delegate management, events, or event logistics role.

• Demonstrable experience managing delegate registration, travel, accommodation, and event logistics.

• Strong client-facing experience with excellent stakeholder management skills.

• Excellent organisational skills with the ability to manage multiple projects simultaneously.

• Strong attention to detail and accuracy in data management and reporting.

• Excellent written and verbal communication skills.

• Advanced administrative and project coordination capabilities.

• Strong numerical skills and confidence managing budgets, invoicing, and financial reporting.

• Proficiency in Microsoft Office, particularly Excel.

• Ability to work effectively under pressure and adapt to changing priorities.

• A proactive, positive, and solutions-focused approach.

• Willingness to travel and support events onsite, including occasional work outside standard business hours.

Desirable

• Experience within the travel industry, incentives sector, events agency environment, or corporate events industry.

• Knowledge of Tour Operators' Margin Scheme (TOMS) and disclosed agent practices.

• Experience supporting pharmaceutical, healthcare, or automotive events.

• Experience sourcing venues and negotiating supplier contracts.

• International event delivery experience.

Key Competencies

• Customer and client focus

• Planning and organisation

• Attention to detail

• Problem solving

• Stakeholder management

• Communication and influencing

• Commercial awareness

• Financial administration

• Teamwork and collaboration

• Adaptability and resilience

• Technology and data management

This role is ideal for a highly organised and customer-focused travel and events professional who enjoys managing complex logistics, delivering exceptional delegate experiences, and contributing to the successful delivery of high-profile events.

Employee Benefits

• 25 days annual leave, plus usual Bank Holidays

• Birthday day off

• Private Health Insurance*

• Workplace pension scheme

• Death in service scheme

• Cycle to work scheme

• Hybrid working arrangement

• Regular social events

*Upon successful completion of a 6-month probation period

Our Principles

We are a people-first brand experience agency with a set of core principles that guide our every action by measuring:

 

A win for the client
Client success is at the forefront of everything we do. We measure our success by the impact we make for our clients. We strive to exceed your expectations, delivering moments that matter with results that matter.

A win for the company
We believe in long-term partnerships and sustainable growth. When your business prospers, so does ours. Our commitment to excellence and innovation means we’re always ahead of the curve, offering you the best brand experiences.

A win for the team
Our team is the lifeblood of our agency. We celebrate diversity, promote collaboration, and foster an inclusive culture where every team member feels valued and empowered. When our team thrives, their passion and dedication is reflected in everything we deliver.

 

A win for you
Whether you’re engaging us for your events, already fostering a career at Strata, or considering one, our goal is to create a win for you. We’re dedicated to providing our employees with an enriching workplace that supports their growth and well-being. For our clients, a win means achieving your objectives and making your brand shine.

 

A win for the planet
We are committed to making environmentally responsible choices in our work. We recognise our responsibility to minimise our impact on the planet and contribute to a sustainable future. From eco-friendly event practices to conscious resource management, we aim to create events that are a win for the environment.

Diversity at Strata

At Strata, people are at the heart of who we are.

We recognise and value the diverse and unique perspectives, experiences, and backgrounds that each individual brings.

We are committed to fostering a workplace where everyone feels respected, heard, valued, and empowered. We strive to create an innovative, creative, and inclusive environment where all employees and applicants can thrive.

We welcome applications from all suitably qualified individuals, regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Recruitment decisions are based solely on merit, qualifications, and business needs.

Embracing diversity isn't just our goal, it's our strength, driving us towards a more inclusive future.

At Strata, we are proud to be a Disability Confident employer, committed to creating an inclusive and accessible workplace where everyone can thrive. We actively promote equal opportunities and support individuals with disabilities throughout their careers. As part of our recruitment process, we encourage candidates to let us know if they require any reasonable adjustments - our team is committed to ensuring a fair, supportive, and inclusive experience from application through to employment.

https://stratacreate.com/