Venue Coordinator

Job Title:
Venue Coordinator

Based:
 Claygate, Surrey

Reports To:
 Director, Hippo Events

Salary:
£25,000 - £28,000 DOE, per annum

Hours:

• Permanent position
• Monday to Friday, ideally (4-days Office based and 1-day WFH)
• Option for condensed hours (minimum 4 days per week) and flexible working hours.
• Overtime being away from home will be required from time to time when on-site at events or networking evenings. This will include early starts and late evenings, and occasionally weekends.

About Hippo Events

Hippo Events is a full-service event agency offering end-to-end Event Project Management and Global Venue Finding. The foundation of the company is to build strong lasting relationships with every one of our clients, and treat their events with the time, focus and detail that they deserve. A client-focused mentality is at the centre of our principals.

We work on a range of event types including Conferences, Training, Meetings, Incentives and Gala Dinners, among others, with events ranging from 10 – 500 in size, predominantly taking place in the UK.

Job Summary

The Venue Coordinator will manage venue finding enquiries from initial brief through to proposal, confirmation and post-event follow ups for a wide range of corporate events. This includes researching suitable venues, preparing detailed proposals, liaising directly with clients, and maintaining strong working relationships with venues nationwide and internationally.

Responsibilities will also include regularly attending site visits and industry networking events (often in the evenings) to develop venue knowledge and build industry connections. You'll also assist with day-to-day office tasks and support an Event Manager as workflow demands.

You'll gain hands-on experience of venue finding, with the unique opportunity to learn directly from senior, experienced team members. Working within a small, friendly team, you'll collaborate closely with the Company Director and play an important role in supporting the wider business and servicing our clients' venue requirements.

We're looking for a highly personable, outgoing self-starter who is eager to learn, proactive, and detail oriented. The ideal candidate will take pride in delivering work to a high standard, thrive in a fast-paced environment, and have a genuine passion for providing exceptional client service.

The role is an office-based position (working from home 1 day per week), with the expectation to attend live events and site visits as required. We are open to condensed hours (4 days per week) and flexible working hours for the right candidate.

Key Responsibilities:

• Receiving and writing up detailed initial event briefs from current and potential clients
• Researching and approaching venues & suppliers, obtaining and negotiating quotations
• Writing proposals, comparing and evaluating venue options to match client objectives, budgets, and logistics
• Organising Site Visits and requesting and checking venue contracts on behalf of the clients
• Client follow-up calls to obtain valuable feedback
• Attending site visits, networking events and familiarisation trips to develop your destination and venue knowledge (this will involve occasional evening and weekend time)
• Maintaining and updating the internal venue database
• Work to deadlines, ensuring excellent customer service and delivery quality
• Supporting the delivery of events on-site

Knowledge, Skills & Experience

• A positive cheerful personality with a self-motivated 'can do' attitude
• Strong interpersonal skills with the talent to build strong lasting relationships
• Ability to be proactive, multitask, learn quickly, and stay organised
• Attention to detail in all areas whilst working to tight deadlines
• Strong computer literacy in Microsoft Office (PowerPoint, Excel, Word and Outlook)
• Fluent English, both spoken and written
• Availability to travel both domestically and international when required
• Full UK driver's licence

Perks / Benefits

• UK Bank Holidays + 20 days annual leave, increasing by 1 day per year up to 25 days
• Private Health Insurance
• Christmas to New Year office closure – enjoy a break without using your annual leave
• Birthday off on weekdays – celebrate in style
• Company pension contributions to support your future
• Time off in lieu for any on-site weekend event work
• All work-related travel expenses covered
• Free parking close to the office for hassle-free commuting

Interested applicants should send by email your Covering Letter and CV to Karen Benson:

If you have any questions in relation to this role, please feel free to contact Karen directly on the email address above.