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Conferencing Co Ordinator

3 months ago

Portsmouth, United Kingdom The Guildhall Trust Full time

**THE GUILDHALL TRUST**

**TITLE**: Conference & Event Co-ordinator (Fixed Term Contract - Maternity Cover)

**DEPARTMENT**: Event Services

**RESPONSIBLE TO**:Senior Conference & Events Co-ordinator

**HOURS**: 30hr per week

**PAY**: £17,628 per annum (fixed term until April 2024)

**Purpose of Job**

As part of the sales & events team the Sales & Events Coordinator is responsible for converting business to achieve the annual budget for the team and the successful execution of events via the planning & handover period. They are responsible for ensuring that all enquiries are responded to with speed, accuracy & with a focus to build a relationship with the customer, ultimately to result in repeat business and a regular client base.

In many cases the Events Coordinator will create a first impression of Portsmouth Cultural Trust and the Guildhall for potential business partners and it is therefore essential that the individual have a confident, friendly and helpful manner.

**Organisation Chart**

General Manager

Senior Conference & Events Co-ordinator

Conferencing Co-ordinator

**Principal Responsibilities**:
1. To handle all incoming event enquiries and to respond within 4 business hours, or 1 hour for agents. Diary management of the bookings diary to ensure all events & days are as profitable as possible. Arrange and carry out site visits to the stipulated standards -30%

2. Full coordination of events (corporate, private, weddings & Asian weddings), including contract, invoicing, final details meeting, function sheets, chairing the weekly Ops Meeting, liaising with clients & suppliers on the day of the event & post event feedback.

Financial reconciliation & invoicing of clients in line with their contract & final event requirements - 40%

3. Building relationships with regular bookers & being the ‘face of the venue’. Occasionally attend exhibitions and networking events and hosting FAM trips or showcases to promote the venue with other members of the team.

To achieve targeted revenue of upselling per event.

To work with the other members of the team on the annual sales strategy action points, to ultimately achieve & exceed the budgeted revenue for the department.

To reach out to both previous & new bookers with a view to increase enquiries -10%

4. Christmas Party planning - handling enquiries and responding within 4 hours, managing provisional holds. Issuing deposit invoices. Liaising with clients for all final details, including menu pre-orders, dietaries, table plans. Creating table plans & having input on marketing. Venue dressing - including chair covers. To be present on the evening as a host & back of house - 20%

**Dimensions**

**Other**

The nature of the work undertaken by the post holder will be required to work flexibly to meet the needs of the department and the wider business. This will include some evenings and weekend & Bank holiday work.

**Budget**

**n/a**

**Physical**

None

**Location**

The post holder will be located at the Guildhall in Portsmouth. You may be required to work on external events should the need arise.

**Context**

The Portsmouth Cultural Trust (PCT), now The Guildhall Trust, has been successfully running Portsmouth Guildhall since 2011 on a long lease. The Guildhall is one of the south of England’s largest and most established concert halls with 2,000 seats. Artists have appeared there including the Beatles, the Rolling Stones, Pink Floyd to more recent top selling artists including Mumford and Sons, Twenty-one Pilots and Jack Whitehall.

The venue has promoted itself as one of the region’s top conferencing and events destinations attracting more than 400 events and room hires each year. PCT have ambitious plans to invest in and develop the Guildhall, to make it one of the UK’s top cultural and events venues.

You must be able to work flexibly across the venue as and when required.

**Person Specification**

This acts as selection criteria and gives an outline of the type of person the characteristic required to do the job.

**Attribute**

**Experience**
- **Essential**_

Previous work in a busy **events office** environment, to include dealing with the full life cycle of events - enquiries, site visits, negotiation, contracts, final details, function sheets & invoicing.

Previous experience of providing excellent customer service
- **Desirable**_

Experience of working for a charity

Experience of account management/building relationships with clients

Experience of handling Christmas party enquiries for an events venue.

**Skill/ Abilities**
- **Essential**_

Exceptional telephone etiquette

To have strong computer skills with proven experience on MS Office especially Word and Outlook

Strong written communication skills, accuracy and good attention to detail

To be able to problem solve using own initiative and demonstrate resourcefulness

Willing to perform routine tasks

Ability to work flexibly, prioritise workloads and meet deadlines

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