Event Coordinator - Community Christmas Day in City of London

Applications close 10pm Sunday 8 November 2026. Successful shortlisted applicants will be invited to attend an initial interview during the week commencing 16 November 2026. We can provide a BSL interpreter if required.

The Role

Responsible to: Senior Operations Manager

Working Closely with: Communities Team

General Description

We are looking for a highly organised, proactive and personable Community Christmas Day Event Coordinator to take the lead on planning, coordinating and delivering BAC's annual Community Christmas Day Party.

Working closely with the Senior Operations Manager and Communities Team, you will be responsible for bringing together all the different elements of the event, from volunteer recruitment and guest communications to entertainment, production, logistics and event setup.

This is a hands-on role requiring excellent organisational skills, strong communication and the confidence to take ownership of an event with multiple moving parts and a tight delivery deadline.

The successful candidate will be comfortable working independently, building relationships with community partners, managing volunteers and coordinating internal teams to ensure the event is welcoming, inclusive, safe and well organised.

Ideally, the postholder will be available to work on Christmas Day itself. However, we will consider candidates who cannot work on Christmas Day, provided they can deliver a comprehensive operational handover to the team responsible for the event.

Role Responsibilities

Event Planning & Delivery

• Take responsibility for coordinating the planning, production and delivery of BAC's Community Christmas Day Party.
• Develop and maintain a detailed event plan, timeline, task list and delivery schedule, ensuring all elements are completed on time.
• Coordinate with BAC's Production & Technical, Visitor Experience and Operations teams to ensure the event is appropriately resourced and delivered safely.
• Oversee the planning and setup of the Grand Hall, including seating layouts, decorations, lighting, sound, entertainment and other event requirements.
• Source, book and coordinate suitable entertainment and activities for the event.
• Coordinate the procurement and delivery of decorations, gifts, equipment, materials and other event resources.
• Work with relevant BAC colleagues to coordinate catering requirements and arrangements.
• Ensure that all suppliers, entertainers, volunteers and delivery teams have clear schedules, briefs and the information they need.
• Support the preparation of event risk assessments and operational plans, working with the relevant operational leads to ensure BAC's health and safety and safeguarding procedures are followed.
• Where available, support and coordinate delivery on Christmas Day, ensuring that guests and volunteers have a positive experience.
• Where Christmas Day attendance is not possible, prepare a detailed handover, including event plans, contact lists, volunteer responsibilities, schedules and contingency arrangements.

Volunteer Coordination

• Manage the recruitment and call-out process for volunteers supporting event preparation and Christmas Day delivery.
• Act as the main point of contact for volunteers, monitoring the volunteer inbox and proactively following up enquiries and applications.
• Coordinate volunteer onboarding, relevant checks, inductions and briefings in line with BAC procedures.
• Develop and maintain volunteer rotas, assigning clear responsibilities and ensuring appropriate cover for all aspects of the event.
• Communicate schedules, expectations, practical arrangements and responsibilities to volunteers in advance.
• Ensure volunteers feel welcomed, supported and confident in their roles.

Guest Management & Community Engagement

• Manage the Christmas Day guest list, including invitations, bookings, confirmations and attendance records.
• Monitor the Christmas Day inbox, responding to enquiries and proactively

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