Venue Events Coordinator

Role Overview

The Line venue operates as a dedicated commercial business unit within Nesta. The venue team manages The Line venue spaces and is responsible for the commercial and operational services. The postholder will support the Venue Events Manager (VEM) in facilitating the delivery of external client, internal tenant and Nesta staff events, ensuring both operational excellence and commercial profitability.

Key Responsibilities

• Event Coordination – support the VEM with operational event logistics including but not limited to:
• Venue set up - work with the building team and external agency porters to ensure all spaces are set up as per client requirements
• Supplier management - work with our inhouse catering partner (FIKA) on client requirements, as well as external suppliers e.g. AV, production companies, entertainment agencies
• Secondary point of contact on the event day, occasionally stepping up to be the main point of contact (with support from the Venue Team)
• Produce event run sheets for each event which will instruct all departments on the client requirements
• Support the VEM with health and safety duties including risk assessments, contractor monitoring and other statutory and not statutory site requirements
• Liaise with clients on their venue branding requirements, updating in‑house digital signage with relevant logos
• Administration – support the Venue Team with administration duties including but not limited to:
• With the sales team, manage the iVvy CRM tool to ensure client records are accurately maintained
• Collating and maintaining the department processes and procedures manual
• Generate invoices and chase payments pre and post event, always ensuring events only go live with 100% of costs paid up front
• Post event client follow up and feedback form management – engaging clients post event on their experience is an essential part of measuring and maintaining the quality of our service
• Monitor and respond to queries on the internal ‘venue hire’ Nesta Slack channel, adding venue requests to the Google calendar
• With the guidance from the sales team, monitor and respond to general enquiries in the venue Google inbox e.g. schedule site visits, respond to basic venue information requests
• Occasionally step up to conduct client site visits (with support from the Venue Team)
• Attend training and courses as directed by the Group
• Any other reasonable request from the General Manager and Senior Management Team.

Skills and Experience

• Use of iVvy venue and event management software (CRM)
• Event management and operational delivery, preferably from a venue, with successful track record of project managing and delivering a range of events of varying scale and scope
• Procuring, negotiating with, and managing suppliers
• Use of Salesforce, Slack and Asana
• IOSH Managing Events Safely certification

Personal Attributes

• Excellent written and spoken communication
• Well organised with excellent attention to detail
• The ability to multi‑task effectively and prioritise workload
• The ability to work well under pressure
• The ability to anticipate expectations and resolve issues
• A smart and professional appearance with a polite, courteous and professional manner
• Communication style that allows positive and open dialogue with clients and employees
• Collaborative working spirit that enhances and builds effective working relationships both internally and externally

What we offer

• Salary: Circa £29,300 plus an array of benefits, including private medical insurance, dental insurance, the ability to buy and sell annual leave, eyecare vouchers and more
• Location: This role is based in Blackfriars, London, on site
• Term: Permanent
• Hours: This is a full‑time role but we offer a range of flexible working arrangements and encourage our people to take advantage of them. Many do.
• Reports to: Venue Manager

Diversity and Inclusion

At Nesta, we believe that a diverse workforce leads to an organisation that is more innovative, more creative and gets better results. We want our workforce to represent the diversity of the people and communities we serve. We also want our workplace to be one where different experiences, expertise and perspectives are valued, and where everyone is encouraged to grow and develop. This means that when we are recruiting, we actively seek to reach a diverse pool of candidates. It also means that we are happy to consider any reasonable adjustments that potential employees may need to in order to be successful. We recognise the importance of a good balance between work and home life, so we do everything we can to accommodate flexible working, including working from home, compressed or part‑time hours, job shares and other arrangements. Please just let us know in your application or at any stage throughout the process (and beyond) if these are options you’d like to explore.