Wedding & Events Co-ordinator

**Purpose of Role**

Rosebery Estates luxury hospitality venues include Barnbougle Castle, Rosebery House, Rosebery Steading, The Walled Garden at Dalmeny, The Water Tower self-catering accommodation, and also moving ahead, Dalmeny House which is currently being restored with a view to opening as a magnificent exclusive use venue with accommodation in late 2027.

We currently have 4 team members responsible for selling and organising events across the estate, all with slightly different job remits. We host many fabulous events across Rosebery Estate each year and this is an exciting role for the right person, involving both events planning and also helping to run some events on the day.

This role combines events planning and venue operations with approx. 3-4 days per week allocated to event planning and 1-2 to helping with onsite event management, with the split of administration and operations time varying according to the time of year and when events are booked. The role will require flexibility within the working week including evening and weekend work.

The purpose of the events planning role is to effectively convert and plan wedding and event enquiries (particularly weddings) from initial stages through to final details, providing a five-star level service to clients and prospective clients.

The primary focus for this particular role will be selling the venues located on Dalmeny Estate including Barnbougle Castle, The Dalmeny Walled Garden, and also in the future Dalmeny House. Knowledge and cross-selling of all the Rosebery venues will also be required including Rosebery Steading and Rosebery House, located near Gorebridge.

The purpose of theoperations element of the role is to provide onsite event supervision during weddings and/or events. The individual will work closely with the Operations Manager to welcome and be a key point of contact for the client, and to effectively liaise with all venue partners and suppliers on client requirements and expectations, in order to deliver a flawless client experience.

**Conditions of Work**
- Work 5 days out of 7, with flexible approach to work with regular evening and weekend working required
- 35 hrs per week, with 1-hour unpaid lunch break
- Flexible working requests will be considered
- No overtime payments, lieu time gathered if outwith normal working hours
- Primary place of work - Rosebery Estate Office, but travel to other Rosebery Venues will be required and personal mileage will be paid
- 30 days holiday including bank holidays
- Uniform provided for event operations days

**Deliverables/ Measures of Success**
- Act as the initial client point of contact for predominantly wedding and private celebrations but also corporate events, adhering to agreed response standards
- Professionally respond to customer enquiries
- Conduct showrounds and provide client hospitality to the agreed standards
- Promote the facilities to prospective external clients by demonstrating an in-depth knowledge of the products and services on offer
- Actively participate in any revenue and sales activities within all our venues.
- Follow up on all enquiries in a timely manner to maintain conversion levels.
- Responsible for preparing, sending and ensuring signed booking agreements and deposit requirements are in place for all events.
- Seek out further opportunities to up-sell products and services both at initial stages and at final details.
- Build productive working relationships with clients, colleagues and event suppliers
- Ensure that all operational departments are briefed on each event in fine detail and liaise with other departments on the preparation/feedback on events to ensure that maximum guest experience is achieved.
- Conduct post-event feedback and communicate to the appropriate members of the team.
- Handle client queries and take appropriate action to ensure total satisfaction is achieved. Escalate any problems to senior management.
- Enter all bookings into CRM system to the agreed standard
- Ensure that all revenues are correctly input into the CRM to aid accurate forecasting.
- Ensure correct charges are in place on all agreements and Function Sheets.
- Adhere to credit control standards and ensure pre-payments are received in advance.
- Responsible for ensuring that terms and conditions of business are in place for all bookings.
- Co-ordinate between the various teams on the day of the event, including problem-solving and welcoming the client to the venue.
- Liaise with the catering team onsite to ensure they deliver services to the desired standard.
- Host Wedding Fairs and Open Evenings, contributing to the growth of event sales
- Gain and share knowledge on competitors to ensure the venue retains sustainable competitive advantage.
- Be flexible to take on different tasks as the estate evolves

**Key Person Requirements**
- Events professional from a luxury hotel or events venue with a solid hospitality background, with at least two years’ prior exper