Job Description

Registration Manager, Freelance

Victoria, Central London

About Climate Action:

Climate Action is a mission-led company that has been working at the intersection of climate change policy, innovation, and sustainable finance since 2007. Our mission is to accelerate the transition to a global green economy to speed the achievement of the UN Global Goals and the Paris Climate Agreement.



Climate Action's digital and physical events create tangible partnerships between business, government, policy makers, and investors to accelerate the global transition to net zero. www.climateaction.org

The Role:

We are looking for a Freelance Registration Manager to join our team and assist with the delivery of our events in Brazil in November 2025.



You will lead the end-to-end delegate registration process for our onsite events during COP in Brazil. This role oversees registration platforms (such as Swoogo), manages data integrity and reporting, coordinates suppliers and temporary staff, and ensures a seamless experience for delegates from first sign-up to onsite check-in. The ideal candidate combines strong technical and organisational skills with excellent customer service and the ability to thrive in a fast-paced, international event environment.

This role is for an immediate start, with the availability to attend our next event in Brazil from Monday, 3 November to Saturday, 15 November 2025.

Requirements

Main Duties and Responsibilities:

Registration Platforms (e.g., Swoogo or similar)

Set up, manage, and maintain registration websites and forms, ensuring accurate branding, content, and functionality. Configure registration categories, discount codes, payment gateways, and automated communications. Monitor registration system performance and troubleshoot technical issues. Generate reports and dashboards to track registration progress and provide updates to internal stakeholders.

Supplier & Partner Management

Liaise with third-party suppliers (e.g., badge printing, scanning solutions, registration desks) to ensure timely delivery of services. Coordinate with AV, IT, and venue teams to ensure smooth integration of registration technology onsite.

Temporary Staff Training & Management

Brief and train temporary staff to deliver front-line registration services at the event. Provide clear processes, FAQs, and escalation pathways to ensure a consistent delegate experience.
Supervise temp staff onsite and act as the main point of contact for operational queries.

Data Management & Reporting

Maintain clean and accurate delegate data, ensuring GDPR/compliance with local data protection laws. Reconcile payments, refunds, and invoicing with finance teams. Produce regular and post-event reports on registration numbers, demographics, and attendance patterns.

Delegate Enquiries & Communications

Manage inboxes and helpdesks, responding to delegate enquiries promptly and professionally. Troubleshoot registration and payment issues, escalating where needed. Draft and send pre-event delegate communications (confirmations, joining instructions, reminders).

Onsite Delivery

Oversee onsite registration desks, badge printing, and scanning systems. Ensure a smooth check-in process with minimal wait times. Act as the lead contact for troubleshooting onsite delegate access and registration issues. Coordinate with event operations and security teams on delegate flow and capacity management.

Requirements:

The successful candidate will demonstrate the following:

Proven experience in working in fast-paced B2B events, within an event operations, data, or systems role. Solid knowledge of CRM platforms, marketing automation tools, and event management software (e.g. Swoogo, SalesSeek, Active Campaign or similar, such as HubSpot, Salesforce, Cvent). Ability to work under pressure to overcome registration and badging challenges during large-scale events. Demonstrated hands-on experience managing WordPress websites, including plug-in configuration, updates, troubleshooting, and content management and analytics. Ability to coordinate with developers and designers to implement customisations or technical fixes. An analytical mindset with the ability to translate data into actionable insights and business improvements. Demonstrated ability to implement new platforms and ensure smooth adoption across multiple teams. Excellent problem-solving skills and a proactive approach to troubleshooting. Strong communication skills to collaborate with stakeholders at all levels and train non-technical colleagues. Highly organised with strong project management skills and attention to detail. Understanding of data security, GDPR, and best practices in digital governance. Passion for innovation, with an interest in climate action and sustainability, is a plus. Able to work in a fast-paced and dynamic environment. Self-starter who can work independently and as part of a team. Ability to thrive in a dynamic and fast-paced environment while managing changing priorities. An interest in Climate Change, sustainability or working in a for-purpose, mission-led company.

Benefits

Hybrid working model: + Office days: Monday, Wednesday & Thursday at our vibrant WeWork space in Victoria. + Remote days: Tuesday & Friday.
WeWork wellbeing perks include free barista coffee, community bar, table tennis, showers, and even the option to bring your pet to work! Opportunities to attend our next event in Brazil! * Be part of a rapidly growing, mission-led organisation making a real impact on our planet.