Event Coordinator

3 days ago

Silverstone, United Kingdom Silverstone Full time

PUBLIC EVENTS TEAM

Adrenaline fuelled and non-stop, our Public Events team plan and deliver over 30 International and national motorsport, mass participation and leisure events throughout the year in addition to support the BGP Operations team with delivery of the Formula 1 British Grand Prix

You’ll hit the ground running when you join us – you’ll need to take control of allocated events and deliver them to the high standards expected of a world class venue. Though it’s not an easy ride, we can promise that it will never be boring – you’ll be surrounded by like-minded, passionate team players who put the pedal to the metal to get the job done. We’re expanding our thrilling programme, and you’ll play a vital part in taking us to the next level.


JOB PURPOSE

The Event Coordinator will both support with and lead on the planning and execution of a variety of motorsport, leisure, and mass participation events and projects ensuring that all elements are delivered efficiently and professionally.


The role requires close collaboration with the rest of the Public Events Team, event organisers, internal departments, and contractors to exceed expectations and ensure the successful execution of each event and project.


As part of a small, dynamic team that manages large-scale events, strong communication, teamwork, and accountability are key to our success.


  • KEY RESPONSIBILITIES
  • Team Leadership: Support the development of Event assistants and administrators providing guidance, coaching, and mentorship to support their professional development.
  • Event Planning and Execution: Take full responsibility for the organisation and execution of allocated events and projects, which includes site planning, inspections, scheduling for security, stewarding, cleaning, traffic management, and emergency planning. Ensure comprehensive post-event evaluation. Ownership of these projects is critical.
  • Operational Planning: Develop safe and efficient operational plans, production schedules, and event timelines.
  • Stakeholder Liaison: Act as the main point of contact for event stakeholders, building and maintaining relationships with all parties involved to ensure the successful delivery of each event or project according to the brief.
  • Procurement Management: Assist in sourcing products and services to enhance both new and existing events, while ensuring budget adherence.
  • Supplier and Contractor Management: Negotiate and manage relationships with suppliers and contractors, ensuring high-quality, cost-effective, and safe services are delivered in line with set KPI’s.
  • Facility Management: Manage the booking and logistics of temporary facilities and infrastructure, ensuring the venue is set up as required and efficiently handed back post-event.
  • Health and Safety Compliance: Provide health and safety expertise whilst managing risks to ensure the event is delivered safely, this includes ensuring contractors only work on site when they have completed the appropriate documentation and supplied the correct insurance and certificates. The Event Managers will also be responsible for ensuring contractors adhere to Health and Safety Guidelines and KPI’s
  • Creative Event Enhancement: Identify opportunities to enhance events, improving customer experience and business performance, while exploring ways to reduce costs and increase revenue.
  • Access Control: Access control including working with the accreditation team to ensure all contractors are set up and effectively uploading accreditation requests within agreed timescales and limits
  • Budget and Financial Management: Support with the larger event budgets and taken ownership for allocated event budgets and ensure all information contained within is up to date and accurate. Ensure that purchase orders and invoices are produced on a timely basis and in accordance with financial parameters.
  • Administrative Support: Oversee the administrative tasks required to deliver events, including raising purchase orders and processing invoices.
  • Department Support: Assist the Event Managers, Senior Event Operation Managers and Head of Public Events with project work as required.
  • Corporate Event and British Grand Prix (BGP) Support: Assist the BGP Operations and Corporate Events teams with both pre-event planning and the delivery of events and projects, supporting other delivery departments as needed.


TEAM RESPONSIBILITIES

Help to create a positive and proactive culture within the department

Professional presentation reflecting the Silverstone values


PERFORMANCE RESPONSIBILITIES

Performance will be monitored against the following:

  • Ownership and completion of events/projects in a timely manner
  • Budget management
  • Teamwork
  • Objectives set through the Personal Development Review (PDR) process
  • Organisers / Customer satisfaction
  • Health and Safety
  • Sustainability development within the events


KEY RELATIONSHIPS

  • Public Events and BGP Operations teams.
  • All internal departments. The key business areas critical to the success of our events including finance, marketing, catering, logistics and venue operations.
  • External third-party suppliers (traders, contractors, suppliers, Motorsport clubs, clients/organisers and our fans).


KNOWLEDGE, SKILLS AND QUALIFICATIONS

  • A relevant business or Events degree
  • Minimum of 1 years’ experience working within the events industry. Motorsport Experience is beneficial but not essential
  • Experience of delivering all elements of an event from concept and contracts through to post event evaluation is highly desirable. This also includes managing budgets.
  • Strong IT skills, particularly in Microsoft packages such as Word, Teams, Outlook, Excel and PowerPoint
  • Strong communication and interpersonal skills including the ability to influence effectively
  • Excellent customer service skills
  • Ability to work to deadlines and under pressure in a small team environment, with multiple projects at any given time
  • Team player with a "can-do" attitude
  • Adaptability and the ability to jump in at the deep end
  • Eye for detail with a strategic and logistical planning mind-set
  • Strong health and safety awareness - completion of IOSH or similar training qualifications is preferable
  • Driving Licence is essential
  • Flexible approach to working hours, including evening and weekend work particularly between March - December


SUSTAINABILITY

We don’t just look after our team and our fans. We want to look after our world too. We're committed in our responsibility to reach our zero-carbon goal. So, we've adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power - with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.

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