Event Planner - Cheltenham Racecourse - Jockey Club Experiences

We are looking for a C&E Event Planner & Administrator for Jockey Club Experiences. This role profile is a guide to the work you will be required to undertake. It may be changed from time to time to incorporate changing circumstances, and you may be required to be flexible and perform other duties as required by your manager. It does not form part of your contract of employment.

Purpose of the Job: The primary objective of the role is to provide an effective liaison between the entire sales process to the end customer through effective administration and customer service techniques. This role is required to support and coordinate all bookings when they have been confirmed by the reactive sales team. Responsibilities include finance responsibilities, billing clients for final payments, chasing deposits, and managing on-the-day expenditure on the CRM system. The role will also manage all venue show-rounds and communicate across the venue. Following the show-rounds, the role is required to proactively upsell and exceed customer expectations. A key activity of the role is to ensure the highest standards of accurate and timely customer, staff, and management information is shared.

Key Responsibilities:

• Be the owner of the BEO/function sheet process on venue and accurately complete for all events.
• Ensure that all revenue opportunities are captured and work towards achieving confirmed business from all opportunities.
• Maintain a daily liaison plan with relevant proactive, reactive sales, and operational team members.
• Action all correspondence received via email or telephone.
• Input all relevant information correctly within the system for measurement of results in accordance with SOP's / Levy Signatures.
• Keep the sales team informed of the guest experience following the event for relevant follow-up calls.
• Be the go-to at venue level for sponsors and client requests.
• Ensure the safe and secure operation of all operational activities on behalf of all stakeholders.
• Apply all legislative and venue operational procedures and standards to provide a consistent and safe service and product.
• Maintain professionalism and friendliness with customers, clients, and colleagues.
• Seek opportunities to develop service and promote efficiencies.
• Assist colleagues in a willing and positive manner, including other duties as required.
• Attend all relevant training sessions and meetings.
• Promote venue facilities and maintain a positive company image.
• If relevant, manage the client online booking tool and the client account/bookings with the ops team.

Operational Excellence:

• Be aware of and meet the legal and company requirements for fire, safety, health, and hygiene.
• Report health and safety issues to your line manager, including all accidents and near misses.
• Promote good safety habits and methods of work.
• Personally event coordinate commercial corporate and private conferences and events.
• Attend the weekly operation meeting and collate completed work orders, floor plans, and monthly schedules for the operational C&E meeting.
• Book miscellaneous event requirements and raise purchase orders.
• Provide administrative support to the operations department, including producing signage, event menus, table plans, place cards, etc.
• Ensure relevant information is provided to the accounts team in a timely manner.
• Collect deposit payments and ensure compliance with new payment plans and Terms and Conditions.

What you’ll get in return:

• Competitive salary with bonus and full company benefits.
• 23 days' annual leave plus bank holidays, your birthday off, and a holiday purchase scheme.
• Healthcare & wellbeing: Aviva Digicare, Medicash (dental, optical, therapy treatments).
• Mental health support: 24/7 Employee Assistance Programme.
• Family benefits: Enhanced maternity, paternity, and adoption leave.
• Perks & discounts: Shopping, entertainment, and travel discounts.
• Financial wellbeing: Pension scheme, Life Assurance, preferred rates on salary finance products.
• Development opportunities: Professional subscriptions, ongoing training, and structured career pathways.
• Meals on duty included.

Why Join Us? Levy UK & Ireland is part of Compass Group, the world’s largest catering company, and a vibrant leader in hospitality. We believe in celebrating individuality and building inclusive teams where everyone feels they belong. Our diverse team fuels creativity, innovation, and excellence. We are proud to be an equal opportunities employer and welcome candidates from all backgrounds to join us in creating a supportive, empowering workplace where everyone can thrive. Together, we create unforgettable experiences and shape the future of hospitality.