Conference & Events Co-ordinator

5 months ago

Leicester, United Kingdom National Space Centre Full time

Job Title: Conference & Events Co-ordinator

Reporting to: Senior Event Sales Manager

Department: Commercial Operations

Hours: 35 hours per week. These will normally be from Monday to Friday 9am-5pm, but there will be a requirement for some evening, weekend and bank holiday work according to the needs of the team. Time off in lieu will be granted accordingly.

Experience: Minimum 5 years

About the National Space Centre:
The National Space Centre is the UK’s largest visitor attraction dedicated to space and space exploration, welcoming around a quarter of a million visitors each year since its opening in June 2001. Venue Hire is a vital part of the business, exploiting the highly themed surroundings of the award-winning building and exhibition to provide a unique experience. It has become firmly established as one of East Midlands’ unique, premier event’s venue; hosting 250 events and welcoming 16,000 - 20,000 corporate visitors per year. It offers a unique venue for a wide range of corporate events, from conferences to product launches, team building missions and evening dinners.

Key Responsibilities
- To act as the first point of contact for the co-ordination of all Venue hire bookings. Once the event is confirmed, you will be fully responsible for the co-ordination of the event
- To lead and manage all events, including Venue hire and out-of-hours events from concept to delivery
- To lead and co-ordinate our annual Christmas Party nights
- Respond professionally and promptly to all communication providing the event solutions, ensuring these are fit for purpose and in line with the companies offering
- Conduct detailed site visits confidently with all the key stakeholders and pro-actively promote and upsell the venue
- To liaise directly with event organisers on all event requirements and ensure all requirements are effectively communicated to all relevant internal teams/ external suppliers
- Preparation of event information i.e event programme, menus, detailed dietary information as required
- To lead and be responsible for weekly operations meetings to communicate all final event details to all relevant departments
- Complete and issue all weekly event documentation, distributing this information to all necessary teams involved
- Actively contribute and generate new out of hours event ideas to drive additional revenue for the organisation
- Assist our marketing & design teams to help promote events and identify opportunities relating to all venue hire bookings across different marketing platforms
- To work closely with our finance team to ensure all deposits / payments are received
- Assist with the maintenance and management of Venue Hire database
- To maintain and update the Venue Hire website when required
- Complete all invoicing processes prior and after events including updating our Venue hire report
- To provide excellent customer service throughout the event process. This includes coordinating all internal departments, and any other services that are required including external suppliers
- Proactively seek feedback from event organisers both on the day of their event and post-event
- To support where necessary with incoming enquiries relating to venue hire bookings and follow up from the initial enquiry to ensure it becomes a confirmed booking
- Recognise sales opportunities and forward to Senior Event Sales Manager
- Assist the delivery team on events when required
- Ensure that all health & safety procedures, including fire and evacuation procedures and adhered to.
- Other reasonable tasks as may be designated.

Person Specification

In order to be considered for the role of Conference & Special Events Coordinator, it is essential that you have the following:

- Demonstrate outstanding organisational skills and attention to detail is a must
- Provide an outstanding service to ensure we meet our repeat business targets
- An ability to understand client’s requirements and adjust accordingly
- Motivated individual who takes initiative to implement new ideas with a 'can do' attitude
- Passionate about delivering high quality Venue hire and out of hours events
- You must be proactive in any given circumstance
- Ability to remain professional, in a highly pressurised environment
- Excellent communication skills including interpersonal, written and verbal skills, ensuring all communication is in line with the organisation’s ethos and values.
- Ability to work alone and as a member of a team
- Ability to meet deadlines and to handle a variety of task/priorities
- Able to self-motivate, work on one’s own and identify the steps to achieve an objective
- Ability to remain professional, and to adapt to a variety of often challenging situations
- To behave in a professional manner at all times, in keeping with National Space Centre’s values and standards
- Flexible in working hours

Knowledge/ Skills / Qualifications
- Extensive experience (minimum 5 years) of organising and running events

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