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- Tasks: Coordinate exciting events, manage venue enquiries, and ensure seamless execution.
- Company: Join Hippo Events, a vibrant agency focused on creating unforgettable experiences.
- Benefits: Enjoy flexible working hours, private health insurance, and extra days off for your birthday.
- Why this job: Gain hands-on experience in event management while building valuable industry connections.
- Qualifications: Looking for a proactive, detail-oriented individual with strong interpersonal skills.
- Other info: Work in a friendly team environment with opportunities for career growth.
The predicted salary is between 30000 - 42000 £ per year.
I deliver seamless Conferences that maximise engagement; On Time, In Budget and to the Brief.
Based: Claygate, Surrey
Reports To: Director, Hippo Events
Hours: Monday to Friday, ideally (4-days Office based and 1-day WFH). Option for condensed hours (minimum 4 days per week) and flexible working hours. Overtime being away from home will be required from time to time when on-site at events or networking evenings. This will include early starts and late evenings, and occasionally weekends.
About Hippo Events: Hippo Events is a full-service event agency offering end-to-end Event Project Management and Global Venue Finding. The foundation of the company is to build strong lasting relationships with every one of our clients, and treat their events with the time, focus and detail that they deserve. A client-focused mentality is at the centre of our principals. We work on a range of event types including Conferences, Training, Meetings, Incentives and Gala Dinners, among others, with events ranging from 10 – 500 in size, predominantly taking place in the UK.
Job Summary: The Venue Coordinator will manage venue finding enquiries from initial brief through to proposal, confirmation and post-event follow ups for a wide range of corporate events. This includes researching suitable venues, preparing detailed proposals, liaising directly with clients, and maintaining strong working relationships with venues nationwide and internationally. Responsibilities will also include regularly attending site visits and industry networking events (often in the evenings) to develop venue knowledge and build industry connections. You’ll also assist with day-to-day office tasks and support an Event Manager as workflow demands. You’ll gain hands‑on experience of venue finding, with the unique opportunity to learn directly from senior, experienced team members. Working within a small, friendly team, you’ll collaborate closely with the Company Director and play an important role in supporting the wider business and servicing our clients’ venue requirements.
We’re looking for a highly personable, outgoing self‑starter who is eager to learn, proactive, and detail oriented. The ideal candidate will take pride in delivering work to a high standard, thrive in a fast-paced environment, and have a genuine passion for providing exceptional client service. The role is an office-based position (working from home 1 day per week), with the expectation to attend live events and site visits as required. We are open to condensed hours (4 days per week) and flexible working hours for the right candidate.
Key Responsibilities:
- Receiving and writing up detailed initial event briefs from current and potential clients
- Researching and approaching venues & suppliers, obtaining and negotiating quotations
- Writing proposals, comparing and evaluating venue options to match client objectives, budgets, and logistics
- Organising Site Visits and checking venue contracts on behalf of the clients
- Client follow-up calls to obtain valuable feedback
- Attending site visits, networking events and familiarisation trips to develop your destination and venue knowledge (this will involve occasional evening and weekend time)
- Maintaining and updating the internal venue database
- Work to deadlines, ensuring excellent customer service and delivery quality
- Supporting the delivery of events on-site
Knowledge, Skills & Experience:
- A positive cheerful personality with a self‑motivated ‘can do’ attitude
- Strong interpersonal skills with the talent to build strong lasting relationships
- Ability to be proactive, multitask, learn quickly, and stay organised
- Attention to detail in all areas whilst working to tight deadlines
- Strong computer literacy in Microsoft Office (PowerPoint, Excel, Word and Outlook)
- Fluent English, both spoken and written
- Availability to travel both domestically and internationally when required
- Full UK driver’s licence
Benefits:
- UK Bank Holidays + 20 days annual leave, increasing by 1 day per year up to 25 days
- Private Health Insurance
- Christmas to New Year office closure – enjoy a break without using your annual leave
- Birthday off on weekdays – celebrate in style!
- Company pension contributions to support your future
- Time off in lieu for any on‑site weekend event work
- All work‑related travel expenses covered
- Free parking close to the office for hassle‑free commuting
Interested applicants should send by email your Cover Letter and CV to Karen Benson: karenbenson@hippoevents.co.uk. If you have any questions in relation to this role, please feel free to contact Karen directly on the email address above.
Venue Coordinator employer: Hippo Events
Contact Detail:
Hippo Events Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Venue Coordinator
✨Tip Number 1
Network like a pro! Attend industry events and connect with people in the event management scene. Building relationships can open doors to opportunities that aren’t even advertised.
✨Tip Number 2
Be proactive! Don’t just wait for job openings to pop up. Reach out to companies you admire, like Hippo Events, and express your interest. A friendly email can go a long way!
✨Tip Number 3
Show off your personality! When you get the chance to meet potential employers, let your cheerful self shine through. They’re looking for someone who fits into their team culture.
✨Tip Number 4
Keep learning! Stay updated on the latest trends in event management. This shows your passion and commitment, making you a more attractive candidate when applying through our website.
We think you need these skills to ace Venue Coordinator
Some tips for your application 🫡
Craft a Personalised Cover Letter: When applying, make sure to tailor your cover letter specifically for the Venue Coordinator role. Highlight your relevant experience and how it aligns with our mission at Hippo Events to deliver seamless conferences that maximise engagement.
Showcase Your Attention to Detail: In your CV and cover letter, emphasise your attention to detail. We’re looking for someone who can manage multiple tasks while ensuring everything is spot on, so share examples of how you've done this in past roles.
Demonstrate Your Client-Focused Mindset: Since we pride ourselves on building strong relationships with clients, make sure to include any experiences where you’ve gone above and beyond to provide exceptional service. This will show us you have the right mentality for the job!
Apply Through Our Website: We encourage you to apply through our website for a smoother application process. It’s the best way for us to receive your details and ensures you don’t miss out on any important updates regarding your application.
How to prepare for a job interview at Hippo Events
✨Know Your Venues
Before the interview, research popular venues in the UK and their unique features. Being able to discuss specific venues and how they align with different types of events will show your enthusiasm and knowledge about the role.
✨Master the Art of Proposals
Prepare to talk about how you would approach writing a proposal for a client. Think about what key elements you would include to ensure it meets their objectives and budget. This will demonstrate your understanding of the job's requirements.
✨Showcase Your People Skills
Since this role involves building strong relationships, be ready to share examples of how you've successfully interacted with clients or colleagues in the past. Highlight your interpersonal skills and how they can benefit the team at Hippo Events.
✨Be Ready for Flexibility
Given the nature of event coordination, be prepared to discuss your availability for early starts, late evenings, and weekends. Showing that you're adaptable and willing to go the extra mile will make you stand out as a candidate.