Events Manager

1 week ago

London, Greater London, United Kingdom Boffin Recruitment Full time

We are looking for a Commercial Events Manager to work with a client of ours at a London-based arts centre that had over 3 million visitors in 2019.

Our client wants to ensure that their space is at the forefront of the arts and that is where the CommercialEvents Manager comes in.

Hosting between 250 and 300 commercial events a year, our client is situated across several iconic sites. They are looking for someone to join the team to utilise those sites sympathetically yet dynamically. From filming and photography to conferences andbrand activations, you will be working on an array of different, fast-paced projects.


You'll need creativity, stamina, and enthusiasm to join this fantastic team and ideally, you'll have experience of working at events within historic buildings.


The Commercial Events team manages all aspects of commercial venue hires across the centre, as well as cultivation/fundraising & other internal events.

Role objectives

To work with the Commercial Events team to:

  • Promote, manage and coordinate all aspects of Centre Events.
  • Maximise income potential from all Centre resources against a set target.
  • Enhance the reputation of Centre as an events venue, by delivering high quality events.
  • Keep and maintain accurate records following organisational procedures.
  • Ensure all Commercial Events activity are delivered in line with current Centre and H&S
guidelines

Main Responsibilities

Operations

  • Be responsible for the coordination and implementation of Commercial & Development events,
both internal events and private hires, including venue booking and set-up, room dressing and
catering, client liaison and follow-up, to ensure the successful delivery of all events.

  • Be a point of contact for enquiries relating to venue hire, brand activations and commercial filming
& photography.

  • Provide the necessary information to interested clients, conduct site visits and actively sell
Centre spaces.

  • Identify and offer additional services provided by the Centre to clients to enhance their
events.

  • Help to develop the commercial use of the Centre site and its buildings as a venue for
conferences and general hire, including commercial filming & photography and brand activations.

  • Ensure that Centre's facilities are promoted in an accurate and appropriate manner.
  • Use the systems required to deliver a sustained, first class level of customer service and to resolve any daytoday operational issues that may affect the delivery of events.
Relationships & partnerships

  • Develop long term, collaborative partnerships with key clients where a mutually beneficial relationship
can support the aims of the Centre.

  • Account manage your existing clients to maintain repeat business.
  • Liaise with Centre colleagues in all relevant departments and with external contractors and
other external stakeholders to ensure the successful delivery of all events.

  • Form part of the central events service the Commercial Events team provides to the Development Department for a wide range of cultivation events.
Systems & processes

  • In conjunction with the Commercial Events Sales Manager, to create and amend/update as
necessary all venue hire documentation (ie contracts) and ensure due processes are followed
according to organisational recommendations.

  • Ensure that financial data related to venue hire is accurate and wellmanaged including the
inputting of data and the raising of invoices when required.

  • Ensure that all hires are correctly booked into Artifax, GDPR requirements are covered and the
booking of all resources is completed.

  • Ensure that Commercial Events are recorded appropriately in Artifax and other required logs,
alongside all other Centre events.

  • Ensure, where required, that method statements and risk assessments are provided by clients and
approved by the Health and Safety Manager to comply with Health and Safety regulations.

  • Organise any additional services (ie security, cleaning, electricians) required for the event and
manage the fees for this accordingly.

  • Liaise with internal departments to manage staff allocated to specific events as required.
General

  • With the Commercial Events Operations Manager, work within the strategic sales business plan to
ensure that all financial targets outlined by the Head of Commercial Events are met or exceeded.

  • Perform any other duties as requested by the Commercial Events Operations Manager or Head of
Commercial Events.

This role requires flexible working hours including overnight working, early starts and late night finishes.
All additional hours worked are accrued and taken as time off in lieu. This will be arranged at mutually
beneficial times. Travel is provided when working unsocial hours as detailed in our staff policies.

Essential skills and experience required

We are looking for someone who:

  • Has experience of event management in a similar sector, field or venue;
  • Has experience of planning and executing events;
  • Has excellent project and time management skills;
  • Is able to think in a logical manner;
  • Has good numerical skills and experience of working within budgets;
  • Is able to communicate and work well with a wide range of people with tact and diplomacy and is
able to communicate positively with the Centre's key stakeholders;

  • Is well organised, with a methodical approach and attention to detail;
  • Is able to work under pressure;
  • Is able to work on own initiative as well as effectively within a team;
  • Has excellent IT skills, ideally including a working knowledge of Google systems (Gmail, Google Drive
etc);

  • Has an understanding of Health and Safety around events
  • Is able to demonstrate an understanding of and commitment to the role that diversity and inclusion
play in the activities of the Centre as a whole and in the work of this particular job.

Desirable skills and experience

  • Has a keen interest in and appreciation of the Centre and a belief in its mission;
  • Has experience of selling an artistic venue as a commercial space and balancing the sensitivities
around this;

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