Event Coordinator

4 months ago

Biggleswade, United Kingdom The Shuttleworth Collection Full time

**Job description**

**Job Title**:Events Coordinator

**Reports to**:Visitor Attraction Supervisor, Head of Visitor Operations

**Salary**: £26,000 to £31,000 per annum dependent on experience

**Contract**:Permanent, full time 40 hours per week, which will include weekend working at events.

**PURPOSE OF THE ROLE**

To be responsible for the planning, administration and on the day management of Shuttleworth’s public events and air shows.

Working towards agreed themes and budgets to acquire a range of ground attractions to compliment and support the 7 air shows.

Compiling event safety documentation and arranging relevant 3rd party and external support.

To organise and plan the agreed annual event calendar to include but not limited to model air shows, aircraft fly-ins and photoshoots. Completing all relevant associated admin work to prepare for a safe, well organised event schedule.

To support the Visitor Attraction Supervisor with the administration of AGM’s, Car Club and external meetings.

Use initiative to introduce profit making day to day activities for the weekends and school holidays.

A basic understanding of CAA and Air Show safety regulations is desirable, but not essential.

**JOB FUNCTIONS**

**Event Operations**
- To coordinate and implement Shuttleworth’s annual calendar of events, working alongside marketing, commercial and education teams to ensure a robust plan throughout the year.
- To coordinate event stewards and volunteers that support the ground operation during major events, such as car parkers, information stewards and box office stewards.
- To coordinate the ground operation on event days, with support from senior management on air shows.
- To support the Visitor Attraction Supervisor in the set up external meetings and the day to day running of car clubs and group tours.

**Event Administration**
- To create detailed major event planning.
- To be responsible for the organisation, booking and cost control of various third party support for the major events, such as portable toilets, external catering units, traders and ground attractions.
- Keeping accurate records of bookings.
- To keep control and accurate records of the invoicing and payments received on all bookings working towards the agreed budgets.

**Communications**
- To organise and run the air show briefings and wash-up meetings.
- To coordinate the timely issue of event plans and briefings.
- To coordinate with the marketing team to provide comprehensive event information.
- Follow up to clients post-event for feedback and encourage repeat business

**Safety and compliance**
- To maintain the Event Safety Management Plan for air shows.
- To liaise with the Bedfordshire Safety Advisory Group (SAG).
- To ensure that the events comply with licensing obligations.

**Marketing**
- To supply the marketing team detailed information of what attractions are booked for each event to support advertisement campaigns.
- To support the marketing team with uploading key events to the website.

**Volunteer Support**
- To coordinate in the recruitment and training of volunteers.
- To ensure full use is made of volunteer and contractor relationships, and resources.

**Budget management**
- To manage and be responsible for air show expenditure in line within agreed budgets and forecasts.
- To ensure all financial procedures are adhered to as required by the Finance Department.

**Reporting**
- To track and record expenditure in line with the set annual budget.
- To update the wider teams on ticket sales and income generated and keep accurate records of visitor numbers.

**Policies and Procedures**
- Comply with Health and Safety legislation.
- Comply with GDPR and Data Protection legislation.
- Adhere to organisational policies.

**Personal Responsibilities**
- Demonstrate integrity in all day to day interactions with colleagues, working as a positive influence and role model, acting with professionalism and tackling challenges in a pragmatic and collaborative manner to bring staff and volunteers along with changes and developments.
- Protect the reputation of the Trust.
- Maintain professional levels of confidentiality commensurate with the role.
- Champion and model the principles of the Shuttleworth Trust.

**Direct Reports**
- Casual Stewards and Volunteers

**Job Types**: Full-time, Permanent

**Salary**: £27,000.00 per year

**Benefits**:

- Company pension
- Discounted or free food
- Employee discount
- On-site parking

Schedule:

- Weekend availability

**Experience**:

- Event Management: 2 years (preferred)

Ability to Commute:

- Biggleswade (required)

Ability to Relocate:

- Biggleswade: Relocate before starting work (required)

Work Location: In person

**Job Types**: Full-time, Permanent

**Salary**: £26,000.00-£31,000.00 per year

**Benefits**:

- Company events
- Discounted or free food
- Employee discount
- Free parking
- On-site parking
- Store discount

Schedule:

- Weekend availability

**Experience**:

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