Events & Partnerships Manager

2 weeks ago

London, United Kingdom Ham Polo Club London Full time

Start Date: Immediate start

Direct Report: General Manager

Situated in a stunning location on the edge of Richmond Park, Ham Polo Club is 25 acres of beautiful scenery next door to the National Trust’s Ham House. If you enjoy beautiful scenery, horses, wellington boots and being away from the hustle and bustle of town life, this is the perfect work environment for you. The season is busy from May to September and quieter October to April when we work on the sales, sponsorship opportunities and non-polo events.

Other benefits:

  • Complimentary team allocated parking at the Club; on local bus route from Richmond station
  • Two annual Social Membership badges with reciprocal arrangements included
  • Use of small gym, local walks & running routes
  • Two complimentary tickets to Friday Night Polo Parties (total 4 complimentary tickets with badges)

About the role

The primary role of the Events & Partnerships Manager is to manage events and sponsorship opportunities at the Club, end-to-end. This role promotes the Club for polo and non-polo business opportunities, increasing its profile and profitability. 

This is a really exciting role and would suit someone who enjoys finding and developing new business, as well as creating and developing brand partnerships. You’ll need great attention to detail, be a natural multi-tasker, and remain calm under pressure. 

The role is also required to support the Office Manager with membership administration.

Please note - due to the nature of our business, this role does require some weekend work during the Polo Season (May-September) and some flexibility during the remainder of the year (event dependent).

Events Communication

  • To answer all incoming telephone calls in a professional manner and respond accordingly
  • To respond to all events enquiries on the same day
  • To use the utmost discretion regarding all Club matters 
  • To communicate with all HPC personnel to ensure full knowledge of events and deliverables 

Venue Presentation 

  • To inspect the Clubhouse and site in advance of all show rounds and events and report any issues to the appropriate individual and ensure action is undertaken and completed 
  • To present a positive, friendly and professional impression of the Club working collaboratively with the caterer

Sales and Marketing of Polo & Non-Polo Events

  • Work with the Clubhouse Caterer, board and all team members to develop the profile and profit for the Club
  • Source and promote sponsorship at the Club with the General Manager including stand-alone polo days 
  • Promote learn to play and lessons at the Club working with polo team on maximising income
  • Management of production of HPC Yearbook including advertising sales
  • Establish relationships with publications for the promotion of key seasonal promotions eg: Christmas
  • Attend polo Sundays where key sponsor relationships have been established (this need not be all day)
  • Attend chukkas once a week in season to foster relationships with members and highlight the event activities at the Club 
  • Establish relationships with high end event agencies mindful of commission charges. filming location services, press and other agencies 
  • Maintain quality content on the website relevant to the marketplace working with the General Manager
  • Increase our Marketing and Advertising presence
  • Populating an in-depth CRM System - shared with all

Event Enquiries

  • To create and maintain a database of all event enquiries including helicopter landings
  • To establish all event details and pass onto Clubhouse Caterer for quotation
  • To create a profit and loss for all events to ensure profit margins are in line with Club expectation
  • To quote for all events formally and in a professional manner after liaison with caterer and any other necessary quotation elements

Event Planning- Polo & Non-Polo

  • To create and maintain full documentation of all events on the shared drive 
  • Ensure all licence requirements are current for operations eg: lates, wedding, PPL, PRS 
  • Ensure office calendar is up to date with all club and members events to allow sales of events 
  • Communicate daily with teams to ensure that all site use is coordinated appropriately, hold meetings where necessary
  • To schedule and attend all client meetings for events 
  • To welcome all clients to their events and be in attendance as the Club’s representative
  • To coordinate event feedback and ensure that the Club is proactively working to improve its service

Financial Responsibility

  • It is expected that the limited resources available to the Club will be respected in purchasing at all times
  • The Club operates on a basis of pre-payment for all activities at the Club and events invoicing to be managed and processed by Events & Partnerships Manager
  • Profit & loss accounts to be detailed for all events and agreed with General Manager

Local Community

  • The Events & Partnerships Manager will maintain good relations in the community 
  • Community meetings as appropriate should be attended

Polo Season Support

  • Support the office polo team during particularly busy times of the season as required
  • Attend the polo on key dates to support the team for example: 1st and 2nd Sunday of the season, Summer Festival, Ladies Day, Family Fun Day 

Health & Safety

  • Health and safety is of paramount importance to the Club and as a key employee it is expected that the Events & Partnerships Manager will be familiar with the Health & Safety Policy at Ham Polo Club
  • Support the evacuation of event attendees in the case of an event fire and therefore should be familiar with all fire procedures
  • First Aid trained and train to renew as required (funded by HPC)
  • Ensure that all accidents are recorded in the accident book and the General Manager should be informed immediately of any entries. Any recommendations of process change should be actioned to prevent a repeat occurrence.
  • Check thoroughly all facilities prior to event bookers arrival to ensure that facilities are in good working order especially any decked areas

Security

  • To ensure the security of the Ham Polo Club site at all times 

New Events 

Work with the General Manager in conceptualising new events such as but not limited to: 

  • Conferencing Packages
  • Networking events
  • Local Industry Days 
  • Local School Engagements
  • Christmas events

The nature of this role requires a high level of confidentiality and a service contract will include a confidentiality clause. Must have the right to work in the UK, driving licence and transport is essential.

Please send a CV and covering letter to Laura Coles, General Manager on laura@hampoloclub.com before 17h00 on Friday 20th September 2024.

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