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Event Planner

3 months ago

London, United Kingdom Royal Society Full time

Job Scope:
The Royal Society’s mission is to recognise, promote and support excellence in science and to encourage the development and use of science for the benefit of humanity. To support its mission the Society hosts and organises a number of scientific, policy and other meetings and public events at its head office location at Carlton House Terrace in central London. The Society also operates a conferencing business managed by the Head of Conferencing which allows third parties to book events at the Royal Society.

The Event Planner is a member of the conferencing team and their role is to ensure that third party meetings held at the Royal Society are delivered to a very high standard. Initial enquiries are managed by the sales team and once confirmed, the operational aspects of the events are managed by the event planning team.

The Event Planner’s role is to work with clients to ensure that their needs and wants are understood and met, to ensure that events are delivered to a high standard and to maximise event revenue for the Royal Society. The Event Planner will meet with clients, work with them to plan their event in detail and book all related Royal Society services such as room logistics, catering and audio visual services. The Event Planner will then ensure that all information is recorded accurately and communicated to everyone involved in the delivery of the event.

The role will suit an individual who would like to work as part of a small, busy team but who enjoys meeting new people as well as building relationships with clients over time. It will suit someone who has good interpersonal and communication skills, multitasking skills, presentation skills and excellent attention to detail.

**Reports to**: Event Manager

**Line manages**: None

**Location**: : 6 - 9 Carlton House Terrace, London

**Hours**: 35 hour week

**Contract type: 6** month FTC

**Pay band**: C

**Salary**: £34,000

Closing date: Monday 10 April 23:59pm

**Responsibilities**:

- To be knowledgeable and enthusiastic about the Royal Society as a venue and to share that knowledge and enthusiasm with clients. This includes being able to talk confidently about the Society’s rooms, layout potential, capacity, catering options, audio visual options and added value opportunities such as history of science tours.
- To ensure that third party events booked at the Royal Society are delivered to a high standard and as agreed in advance with clients.
- To build effective relationships with clients so that the Royal Society becomes a preferred venue for their events.
- To work with clients to understand their needs and wants from their event and to make suggestions as to catering, AV, room layout etc. and to ensure that all the information is agreed in advance with clients.
- To maximise revenue opportunities from events by recommending appropriate catering options, AV services and other parts of the Royal Society offer.
- To ensure that the respective delivery teams for events are accurately briefed and in a timely manner. This includes producing accurate function sheets in advance.
- To work with the Event manager and colleagues in the team to formulate new ideas and strategies for improving the Royal Society offer or guest experience
- To build and maintain positive working relationships with suppliers, contractors, employees, catering staff and other important contacts
- To anticipate guests’ needs where possible, to ensure the highest quality of service is provided;
- To act as Duty manager on rota basis with the Conferencing team when there are events taking place
- To provide regular updates to the immediate manager to ensure they are fully informed of any significant problems or unusual requests;
- To ensure that all the event details are recorded accurately on the Society’s conferencing booking system.
- Ensure standards of service are per Standard Operating Procedures and Service Level Agreements.
- To work positively and enthusiastically with colleagues from all departments across the Royal Society;
- To work as part of a team and to support other members of the team with tasks as requested by the Head of Conferencing
- Be familiar with the health and safety of the premises including fire procedures

Key Knowledge and Skills Required:
**Education / qualifications / knowledge / interests**
- A levels or equivalent vocational qualification

Essential
- Passion for or interest in science

Desirable

**Experience**:

- Experience in a customer service and/or sales environment
- Experience of using room booking systems
- Experience of working in the events industry

Essential

Highly Desirable

Desirable

**Skills**
- Strong interpersonal and communication skills (both oral and written)

Essential
- Excellent attention to detail

Essential
- Strong organisational skills

Essential
- Excellent customer service skills

Essential
- Computer literate

Essential

**Abilities**:

- Able to understand, work and adhere to high