Housing & Delegate Management / Attendee Data Manager

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.

Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors.

FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology.

Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

What You Would Get To Do

• The Housing & Delegate Management, Attendee Data Manager will lead housing and delegate management across events, ensuring the smooth execution of room block strategy, delegate processes, and data-related tasks. This role involves maintaining accurate attendee data, collaborating with event stakeholders, and providing database management to ensure consistency and accuracy. As needed, this role will also support broader attendee data management responsibilities, including online registration, event communications, and post-event attendee reporting.
• Up to 40% domestic and/or international travel may be required with this role.

This role is based in London, the UK (remote) and will require travel to and/or work within the EU in connection with client programmes. Candidates must have the right to undertake the required work and travel without requiring employer sponsorship or the employer to obtain additional work authorisation.

Your Contributions

Manage end-to-end registration for high-volume in-person, hybrid, and virtual events, including development, testing, and delivery of related communications (save-the-dates, invitations, reminders, confirmations, surveys, etc.)

Database management to ensure consistency and accuracy of information, including data entry, list generation, and analysis upon request

Serve as primary point of contact for attendee and client registration inquiries, responding within agreed-upon SLAs

Establish program-level communications, reporting, operating processes, deadlines, escalation paths, and onsite approaches.

Ensure a fully documented process trail using standardized templates and ensure compliance with client/internal systems.

Lead resolution of complex exceptions and provide onsite leadership for priority programs.

Review program reporting and analysis, translating findings into clear recommendations for stakeholders.

Diligent handling of confidential invitee data, ensuring accuracy and consistency while following compliance guidelines for sensitive information (PII)

Coordinate attendee logistics — transportation, accommodations, gift sizing, and other required data points — with clients, event planners, and vendors

Oversee rooming lists, hotel submissions, pickup monitoring, reservation management, VIP requirements, billing instructions, and final reconciliation.

Lead housing and delegate management strategy and delivery for complex, high-profile, multi-hotel, and concurrent programs.

Exercise independent judgment in resolving complex hotel, delegate, capacity, service, and data issues.

Identify and assess operational, room-block, attrition, service, and financial exposure and recommend mitigation strategies.

Understand existing contractual arrangements, identify issues and advise clients/internal teams.

• Printing name badges, tent cards, place cards, departure notices, email confirmations, agendas, signage, etc. where needed
• Packing, ordering, and shipping event supplies; maintain a shipping grid and track deliveries
• Support event project managers with program logistics, production, and on-site execution, including pre-event and day-of support and travel as needed
• Manage post-event attendee reporting
• Mentor and train Coordinators, Associates, and new joiners, providing quality oversight and ongoing guidance

What We Are Looking For

• 5-7+ years of experience in Attendee Data Management, Housing and Delegate Management and/or Event Technology including meeting planning and coordination
• Strong working knowledge of Cvent is preferred
• Proficient with Microsoft Office – specifically with Excel (comfortable with VLOOKUP function) and PowerPoint
• Proficiency with other event platforms such as Cvent, Aventri, Certain, Swoogo, Rainfocus, Eventbrite, or other registration website platforms is preferred
• Experience scheduling/managing 1-on-1 meetings is a plus
• Able to manage multiple projects simultaneously
• Strong written and oral communication skills at all levels
• Industry knowledge of new suppliers, services, and best practices
• Client centric, approachable, ability to adjust to client needs and style and deepen relationships in support of their business and programs; adapt to ever changing demands and different client work styles
• Motivated, self-starter, ability to take direction and work independently; ability to think innovatively
• Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events and/or troubleshoot remotely
• At FIRST, we believe that the passion, creativity, and commitment of our teams drive our success. That's why we offer a range of benefits and perks to support your personal and professional growth
• Private Medical Insurance with BUPA from day one
• 28 Days Annual Leave PLUS Bank Holidays
• Personal Volunteer Day
• 20 Days of Sick Pay each Year
• Enhanced Parental Leave (Maternity & Paternity)
• Wellness Stipend
• Complimentary access to Headspace, Rocket Lawyer & Maven
• Life Insurance
• Employee Assistance Program (EAP)
• Cycle to Work Scheme
• Season Ticket Loan
• Mobile Phone Allowance
• Pension Scheme Enhancements
• Discretionary Bonus Structure
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

#LI-TS1 #LI-remote

All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the

locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.