Matchday Event Coordinator

5 months ago

Bristol, United Kingdom Ashton Gate Stadium Full time

Ashton Gate Stadium is a unique sports and entertainment business with the core aim of providing integral support services to ensure the sustainability of Stephen Lansdown’s sporting group of companies which includes Bristol Sport, Bristol City, Bristol Bears, Bristol Flyers Basketball and each of their respective community charities.

**JOB PURPOSE**

Responsible for all pre and on the day match hospitality coordination including box holder and boardroom requirements, liaising with operational and club representatives along with guest speakers and VIP’s. Preparation and delivery of tickets and itineraries and ensuring all departments have the relevant information prior to matchday to ensure hospitality runs smoothly.

**KEY OBJECTIVES**
- Coordination of all aspects of matchday hospitality and administration.
- Distribution of final details to key operational departments.
- Distribution of tickets and itineraries to all hospitality bookers.
- To be present at each matchday to ensure hospitality runs smoothly and to problem solve where required.
- Maintain regular contact with hospitality bookers regarding all aspects of their packages.

**KEY RESPONSIBILITIES (KPIs)**
- Using the ticketing system to book and distribute hospitality e-tickets for all match-to-match bookings.
- Utilising the events booking system to collate catering requirements liaising with kitchen and operational staff in advance of a match day.
- Preparation of all aspects of the event for matchday hospitality - Collating numbers/dietaries/Box requirements/special requirements/sponsors/media/mascots/ birthdays/directors Box
- Creating and distribution of function sheets detailing any dietary or special requirements, liaising with Bristol City to obtain club, boardroom and player F&B requirement.
- Preparation and printing of hostess packs which details guest lists, table plans and boardroom ticket collection.
- Attend pre-match meetings 2 days prior to a matchday to update relevant departments with hospitality numbers and special requirements.
- Liaise with hostess agency to book required hostesses 14 day ahead of matchday.
- Lead hostess briefing 3.5 hours prior to kick-off on each matchday. Manage and coordinate hostesses throughout the matchday.
- To be the face of matchday hospitality, requirement to be onsite for every matchday to oversee and ensure hospitality runs smoothly. To problem solve where required and to build relationships with our seasonal and match to match clients
- Input and manage all hospitality packages on events booking system, ensuring allocations are correct.
- Hospitality general inbox management, distribute enquiries across the team.
- Support with answering phones and taking hospitality bookings where required.
- Working closely with the ticketing team to ensure all packages are set up online and closed 48 hours prior to matchday.
- Keeping a watchful eye on matchday occupancy ensuring we do not over book.
- Pre-season preparation of: box passes, lanyards, wristbands and any other stationary requirements and complete a regular stock take throughout the season.
- Assist Hospitality Sales manager with Administrative duties as necessary.
- Organise guest speakers Q&A and manage running order.

**Essential Skills**
- Excellent Administration Skills
- Excellent Customer Service Skills.
- Strong communication skills (both written and verbal) and confident manner.
- Proactive attitude and a self-starter who takes initiative.
- Professional, confident, motivated and enthusiastic.
- Ability to tightly manage your time effectively and productively.
- A positive, bright and energetic demeanour.
- Willingness to support the team in relevant admin tasks.
- Highly organised team player, flexible and able to handle multiple activities, establish. priorities, meet deadlines and work efficiently.
- Great attention to detail.

**Desirable Skills**
- Experience of managing and co-ordinating the organisation of events.
- Previous experience working within a sports environment.

**Equal Opportunities**

We are committed to the principle of equal opportunity and its policies for recruitment, selection, training, development and promotion are designed to ensure that no employee receives less favourable treatment on the grounds of race, colour, nationality, religion or belief, sex, sexual orientation, marital status, age, ethnic and national origin, disability or gender reassignment.

**Safeguarding**

**Ashton Gate Ltd is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees to share this commitment.**

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

Pay: Up to £25,000.00 per year

Schedule:

- Monday to Friday
- Weekend availability

Work Location: In person

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