Events Officer

**RESPONSIBLE TO **Events Manager

**PRINCIPLE DUTIES** To work collaboratively with the Events Manager and existing Events Officer to support delivery of an exciting and engaging programme of civic and community events throughout the year and to promote the rich heritage of the town.

**INTRODUCTION **Thatcham Town Council organises a number of small and medium scale community and civic events throughout the year, from fun and entertaining events and arts activity, such as Thatcham Family Fun Day and Thatcham Festival, to more formal and dignified events such as the Remembrance Day Parade.

The Events Officer will play a crucial role in supporting the planning, development and execution of these events. Working closely with the Events Manager and existing Events Officer, this position involves a combination of administrative responsibilities and active participation in delivering the Council's events programme.

A flexible approach is essential for this role, especially during peak event periods, as many events take place during evenings or weekends, as well as evening meetings, as required.

**Events for 2024**:
Thursday 6th June D-Day 80th Anniversary

Sunday 30th June Thatcham Family Fun Day

Thursday 26th August Kids Fest - Town Centre Fun Day

11th - 20th October Thatcham Festival

Sunday 10th November Remembrance Parade

Friday 6th December Warming Up For Christmas, lights switch-on

Saturday 7th December Warming Up For Christmas, market

Sunday 8th December Civic Carol Service

The Events Officer will also administer the Council’s Heritage Working Party and manage the Council’s heritage profile, actively promoting the history of Thatcham.

Thatcham Town Council embraces collaboration across all staff and many tasks will involve close teamwork with colleagues.

**KEY DUTIES**

**Community & Civic Events**
Collaborate with the Events Manager and fellow Events Officer in the planningand execution of small and medium scale community and civic events
Tasks will include, but not limited to:

- Coordination of event logistics, including:

- Processing key correspondence and documentation
- Budget tracking
- Manage financial processes relating to purchasing and invoicing of event suppliers
- Actively source external funding through sponsorship and grants
- Identify and co-ordinate the integration of communities and partners into events
- Manage a volunteer programme that supports delivery of the events programme
- Actively participate in on-site event management, ensuring smooth operations and a positive experience for attendees
- Actively assist in the development of creative event concepts, themes and entertainment ideas
- Liaise with vendors, suppliers and community stakeholders to ensure successful event partnerships, seeking best value at all times
- Contribute to post-event evaluations and feedback processes for continual improvement
- Maintain accurate records and databases related to events

Manage one-off / special events as agreed, for example to support national campaigns or recognition days, i.e. Dementia Awareness Week, Earth Day etc

Prepare agendas and minutes for the Events Committee and Events Working Party meetings, as directed by the Events Manager

Attend meetings of the Events Working Party

Collaborate with colleagues to develop ideas that promote the town centre economy

**Public Relations / Communication**
Run engaging marketing and promotional campaigns via a multitude of media, to engage all areas of thecommunity

Facilitate recording and live-streaming of events and activities

**Health & Safety**
Write and review Risk Assessments for events and activities

On the day of events, conduct Health & Safety inspections and dynamic risk assessments, addressing actions as necessary

Alert the Events Manager of any actions identified and action taken

**Heritage**
Administer the Council’s Heritage Working Party, coordinating quarterly meetings, preparing agendas and reports, and managing minutes and follow-up actions

Design and implement an engaging programme to promote Thatcham's heritage through various media channels

Develop projects to promote and enhance the town's historic profile and source external funding through sponsorships and grants to support approved projects

**General**
Support Senior Managers and colleagues as needed

Undertake training as required and to support personal development

Such other duties as the Town Council may require from time to time

**Budgetary / Financial Responsibility**
Monitoring of predetermined budgets for each event, under the directionof the Events Manager

**Key Contacts and Relationships**
Thatcham Town Council Officers and Elected Members
West Berkshire Council Officers
Local Dignitaries
Volunteers
Members of the public
Contractors and Suppliers
Community Organisations
Local Media
Businesses
Grant funders and Sponsors
Thatcham Historical Society and comparable organisations

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

**Salary**: £21,788.