Freelance Events Coordinator

Terms: £15 per hour, invoiced by the Contractor on completion of each booking or on a monthly basis as agreed. As a self-employed freelance contractor, the Events Coordinator is responsible for their own tax and National Insurance and is not entitled to holiday pay.

Engagement: Freelance, engaged on a per-event or as-needed basis. The Contractor is free to accept or decline individual bookings, including evening and weekend events, and there is no obligation on either side to offer or accept a minimum number of engagements.

Location: Peckham Levels, 95a Rye Lane, SE15 4ST

Additional arrangements: As a matter of goodwill, contractors delivering events at Peckham Levels may receive discounts on food and drink and complimentary tickets to performances.

Main point of contact: Event Manager, for coordination on individual bookings.

BACKGROUND TO THIS ROLE: The Events Coordinator service covers the delivery of specific Village Hall bookings, whether commercial or community-focused, as assigned on a per-event basis, and the on-site coordination required to deliver those events to a professional standard. The Contractor will act as the designated point of contact for the events they are engaged to deliver, responsible for ensuring those bookings run safely and to the standard agreed with the Events Team. This includes managing the on-the-day delivery of assigned events and coordinating with visiting organisers, suppliers and attendees for those specific bookings. The Contractor may, subject to the Events Team’s agreement, arrange a suitably qualified substitute to deliver any engagement in their place. This engagement provides exposure to the delivery of a broad range of events within a multi-purpose venue, and is suited to an experienced freelance events professional already operating in event production, venue operations or hospitality.

KEY RESPONSIBILITIES

Scope of Services: For each event booking the Contractor is engaged to deliver, the Contractor will:

• Work from the events schedule sheet provided by the Client's Events Manager for that booking.
• Deliver the event from set-up, through the live event, to pack-down.
• Execute the agreed event brief, covering room layout, wayfinding, AV tech set up, food and beverage requirements and decor of the space.
• Liaise with the client for that booking to ensure a positive experience and that their requirements are met.
• Brief and coordinate any additional on-site staff engaged for that event, such as cleaners, sound engineers and security contractors, so the event is delivered to a high standard.
• During the live event, oversee its presentation and atmosphere, ensuring the space is presentable and service runs smoothly.
• Provide a written report (including any incident reports) on completion of the event, submitted to the Events Manager within an agreed timeframe.
• Ensure that all persons on-site for that event comply with licensing, health and safety, environmental health and other applicable regulations.
• Act as Fire Marshal and First Aider for the events they are engaged to deliver, where qualified to do so.
• Comply with our Code of Conduct, Sexual Harassment Policy, and Safeguarding Policy while delivering any event, and ensure that any additional personnel briefed or coordinated for that event are made aware of, and adhere to, these policies.

CONTRACTOR REQUIREMENTS

Essential:

• Proven experience delivering events within a busy, multi-purpose venue.
• Excellent customer service, communication and interpersonal skills.
• Excellent organisational skills and strong attention to detail.
• A proactive, outgoing approach and strong problem-solving ability.
• Ability to multi-task and resolve issues quickly under pressure.
• Ability to work independently, and to coordinate effectively with other contractors and suppliers engaged on the same event.

Desirable:

• First aid qualification.
• Personal licence holder.
• Experience in working with AV/lighting equipment.