Duty Event Manager

CORPORATE AND HOSPITALITY EVENTS TEAM

No day is ever the same when you join our Corporate & Hospitality Events Team – we deliver knockout events week-in-week-out for some of the UK’s biggest brands.

One day you may be taking care of delivering on-track action for our corporate clients in our roaring Aston Martins and the next, you may be delivering an exhibition for 3000.

We\’re a highly motivated, innovative and specialised group of Event managers, coordinators and assistants. We oversee all aspects of an event from catering (delivering over 30,000+ business lunches a year!), AV, security, cleaning to health and safety and budget management. We love bringing any story to life with the creativity of our team of experts and the flexibility of our impressive International Conference & Exhibition Centre with 22 flexible spaces, and the on-site Hilton Garden Inn.

JOB PURPOSE

To ensure the effective and efficient management of all on-site small to medium MICE and Track events in accordance with the client’s brief, company policies and procedures, and within agreed budget and profit margins. Assist the Senior Event Managers and Events Team Leader in procedures and site wide policies ensuring they are kept up to date with current practice and standards.

To help ensure that at all times the job holder has full awareness of the company’s customer care goals and they use their best endeavours to ensure they are implemented through their own actions and attitude by, for example entering into the team spirit, having a polite manner and anticipating visitor requirements.

You will help grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.

KEY RESPONSIBILITIES

• Validate sales contracts received from other departments against set procedures.
• Acting as the central liaison point for the client on all medium sized events, managing the customer accounts and ensuring that the customer and the company remain within the brief and on budget whilst continually developing relationships.
• Operational responsibility for organising and documenting correctly all aspects of specific medium & small scale corporate event projects from initial handover, contract negotiation and agreement, budget management, site planning, security and stewarding, traffic management, Catering, entertainment and AV, cleaning, temporary facilities, emergency and contingency planning to post event evaluation and final account reconciliation.
• Responsible for the de rig of the event and ensure that the site and venue are returned back to the venue in the same state it was handed over and complies with company standards.
• To support Senior Event Managers in the planning and delivery of large-scale events.
• To liaise and assist with internal and external suppliers depending on event and clients requirements and be the main point of contact, controlling budget spent with suppliers and ensuring the correct documentation is filed and signed off.
• To assist in identifying and creating new commercial opportunities to broaden and build the business and maximise opportunities. Creatively look at ways of enhancing the events from both the customers and business perspective to improve revenues, customer experiences and reduce costs.
• Accurately recording and communicating event information to all stakeholders internally and externally.
• Liaise and negotiate with suppliers/contractors, to ensure products and services are delivered on budget and to the best possible service standard safely.
• Reporting of all event financials to the corporate events team leader monthly. Conduct post event reconciliation, review and all feedback is acted upon to affect positive change with agreed action plans
• Responsible for collating relevant Health and Safety information (Risk Assessments, Method statements etc.) where appropriate.
• Responsible for enhancing and developing in-house systems and processes
• Responsible for ensuring all event set ups are completed to company standards in readiness for the event dates.
• Give operational direction to the staff working in the catering areas, ensuring that there is sufficient staff cover at all the times
• To ensure that relevant Food Hygiene, Food Allergen and Safety Regulations and Licensing laws are adhered to at all times
• Attend weekly planning meetings and event briefings as required
• To support in championing areas of the department where required

TEAM RESPONSIBILITIES

• To work as part of the team to develop others and to support workloads to ensure the commercial and operational success of the events.
• Create a positive, proactive culture and environment within the department
• Promote at all times the professional image of the company by ensuring high standards of both professionalism and personal presentation

PERFORMANCE RESPONSIBILITIES

Performance will be monitored against the following:

Objectives set through the Personal Development Review (PDR) process

Ownership and completion of agreed businesspriorities in a timely manner

Teamwork

KEY RELATIONSHIPS

• Sales team
• Track team
• Drive and Ride Manager
• Estate & Facilities Manager
• Finance team
• IT Department
• Venue team
• Marketing team
• External suppliers

KNOWLEDGE, SKILLS AND QUALIFICATIONS

• Minimum of 3 years’ experience working within a Conference and Banqueting, Hospitality or Event environment
• Experience within a medium to large scale corporate and/or venue enviroment
• IOSH Managing Safely (preferable)
• Track and Manufacturer experience (desirable)
• Commercially and operationally minded with a hands on approach
• Ability to take ownership and problem solve, is proactive and self-motivated
• Works well as a team player and uses own initiative
• Passionate about customer care
• First class ‘host’ skills and passionate about customer service
• Proven leadership ability in managing and developing teams
• Excellent eye for detail, with strong organisational, time management & interpersonal skills
• Flexible approach in working hours – including weekends.
• Advanced computer literacy in Microsoft products
• Full clean UK driving licence
• Willing to go the extra mile to delight the customer
• Motivates and empowers others to reach business goals
• Is clear and articulate in oral and written communication
• Recognises and rewards contribution of others
• Demonstrates conviction in finding innovative approaches to solutions
• Accepts and meets stretching targets

SUSTAINABILITY

We don’t just look after our team and our fans. We want to look after our world too. We\’re committed in our responsibility to reach our zero-carbon goal. So, we\’ve adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power – with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.