Office & Events Co-ordinator

**Introduction**:
HWBIDCo stands for High Wycombe Business Improvement District Company or High Wycombe BID for short. HWBIDCo is a dynamic not-for-profit organisation which exists to represent town centre businesses (675+) in High Wycombe and runs events, activities and projects that are innovative and make a difference to the trading environment ensuring that the town centre is a vibrant, fun and safe place to work, visit and shop.

Running events is really important for the local economy, they raise the profile of the town, raise money for charities, bring people into shop, increase dwell time and boost trade overall as well as providing that all important ‘feel good’ factor for the community. In High Wycombe town centre many events are funded and delivered by the BID.

**Job Function**

The Office & Events Co-ordinator is a key part of a vision to raise the profile of the town using events and marketing, encouraging people to visit.

The role is responsible for overseeing smaller events and assisting with with the delivery of larger town wide events, campaigns and services that we run as well as the smooth running of the office. A key part of the role will be maximising engagement with BID businesses and stakeholders in the town centre to ensure that everyone can contribute to the BID events programme and is able to access any materials and/or information that can help ensure that all stakeholders understand and identify with the BID aims and objectives.

Job Duties and Responsibilities:
**Events**

1. To oversee the delivery of the BID Event programme which will include managing smaller events independently and assisting a wider team for larger events. Events often take place at weekends or during the evening.

2. To ensure all event paperwork is complete and submitted on time to the appropriate authorities, being responsible for Event Safety Plans, RAMS, Road Closure & Parking Suspension paperwork.

3. To keep a comprehensive list of all events contacts and stakeholders in the town centre including community performers, buskers and other paid artists as well as local schools who participate regularly in events.

4. To organise regular events meetings to help link up different organisations and stakeholders within the town centre, drafting agendas and presentation slides as required.

5. To work closely with all market stallholders and event attendees to ensure smooth running of the event and excellent ongoing communication.

6. To manage events contractors, suppliers for a smooth event.

7. To kmanage and keep within events budgets at all times.

8. To ensure good communication of all events - ensuring up to date events listings on all websites and social media.

**Office**

1. To provide administrative support to the Chief Executive in all aspects of delivering the BID events programme and any tasks relating to the good day-to-day management of the events and the office.

2. To keep an operations events & office calendar up to date and ensure team are ‘invited’ through Outlook calendar.

3. To organise team days and BID training and networking events

5. To sometimes take minutes at meetings to help other team members.

6. To keep business engagement at the heart of every interaction, building relationships and representing BID businesses, updating all interactions on Solomon.

7. To act at all times as a confident Ambassador of High Wycombe BID, positively promoting the organisation to members and stakeholders and comfortably talking to members of the public about the BID, promoting all parts of the the town centre and sharing event information.

8. To undertake such other duties, training and/or hours of work as may be reasonably required, and which are consistent with the general level of responsibility of this job, whether that be attending training, weekend or evening work, assisting with BID Events or Activities and/or to carry out any other reasonable duties as identified by the CEO.

**Person Specification**
- At least 3 years experience running events, must be competent at completing events paperwork and on the ground experience.
- Must have some expereince delivering events in the Public Realm.
- Must have experience with Event Management Plans, RAMs etc.
- Excellent at building positive working relationships with a demonstrable commitment to providing an exceptional customer service culture.
- Motivated with good communication skills, must have tact and diplomacy but with a can-do attitude and be energetic and enthusiastic.
- Excellent attention to detail
- Exceptional organisation skills and must be punctual and reliable.
- Able to work on their own initiative and as part of a team
- Flexible about working hours and tasks undertaken

**Desirable**
- Be able to demonstrate experience of keeping a cool head under pressure
- Media training and able to do radio interviews
- Able to write event press releases
- Comfortable working in an office environment and taking the lead on-the-gro