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Event Project Coordinator

2 months ago

Uxbridge, United Kingdom Creative Personnel Full time
Job Summary

We are seeking a highly skilled Technical Events Manager to join our team at Creative Personnel. As a key member of our events team, you will be responsible for ensuring the smooth execution of events and conferences.

Key Responsibilities
  • Client Liaison: Act as the primary point of contact for clients, ensuring all customer expectations and requirements are met on a day-to-day basis.
  • Technical Support: Collaborate with technicians to prepare, rig, and de-rig equipment before events, remaining on-site to address any technical issues as they arise.
  • Sales and Account Management: Proactively engage with clients well in advance of their events to explore sales opportunities, interpret technical needs, and arrange meetings to discuss requirements.
  • Event Design and Planning: Develop and maintain a portfolio of standard set designs and visuals to help clients envision the potential of specific spaces.
  • Revenue Growth: Maximize sales opportunities by upselling services, such as production and video editing, to increase revenue from conferences and events.
  • Business Development: Participate in discussions about lost business and suggest strategies to improve capture rates.
  • Client Relationship Management: Foster strong relationships with the sales team to maximize new leads and educate them about all available services, introducing incentive schemes to encourage lead generation.
  • Event Follow-up: Develop a client database for the hotel/venue, follow up with clients post-event to secure future business, and gather feedback to enhance service delivery.
  • Financial Management: Ensure all responsibilities are managed within budget, negotiate preferential rates, and prioritize the use of in-house services before outsourcing.
  • Collaboration and Communication: Collaborate with the hotel team and Sales & Marketing in London to develop sales and marketing materials specific to the hotel/venue, increasing awareness and exposure.
  • Team Management: Attend and report to weekly staff meetings at the hotel/venue to maintain clear communication at all stages of event planning and execution.
  • Relationship Building: Build strong relationships with hotel/venue staff, including the sales, banqueting, and front-of-house teams.
  • Service Enhancement: Create development plans with hotel teams to enhance service levels, addressing and resolving any concerns or complaints from the hotel or customers.
  • Inter-Team Collaboration: Maintain strong connections with the London team and other sites to ensure full support is provided by front-of-house and warehouse teams.
  • Project Management: Participate in regular meetings with the London office to ensure all delegated tasks are completed effectively, meeting deadlines and objectives.
  • Process Standardization: Standardize information systems to clearly track equipment movements, quotations, and turnover reporting between the local office and the hotel.
  • Event Development: Develop dry hire shows and large-scale events, participating in the tender process and pre-production for new/existing clients, ensuring projects are managed by appropriate parties.
  • Client Retention: Build long-term customer loyalty by converting one-off hotel corporate events into established client accounts.
  • Competitor Analysis: Monitor competitor activity of production companies using the hotel, approaching clients to target future business opportunities.
  • Team Resource Allocation: Delegate technical responsibilities to on-site technicians, ensuring all tasks are completed within deadlines.
  • Operational Efficiency: Manage technician shifts effectively, optimizing resource allocation and offering support to sister hotels.