Conference & Events Manager

3 weeks ago

Leeds, United Kingdom ASM Global Full time

Conference & Events Manager - first direct arena, Leeds

OVERVIEW

An exciting opportunity has become available to join the Events team in a new role at the first direct arena. Due to an increase in conferences and private events at the Arena, we are looking for a dedicated Events Manager to join the existing team who will advance plan and deliver Conferences, Exhibitions, Dinners and private hires in the main Auditorium as well as smaller lounges and meeting spaces. This role will also be responsible for planning and delivery of mainstream Auditorium ticketed events by liaising with tour reps and event organisers to ensure their event is delivered in a coordinated and safe manner.

JOB PURPOSE

Manage all operational aspects of Conferences and private hire bookings Advancing events including Concerts, Comedy Events, Sporting and Conferences Act as Duty Manager during event times Manage expenditure and recharges associated with allocated events To safeguard health & safety and security at the venue at all times

MAIN DUTIES AND RESPONSIBILITIES

1) Manage all aspects of Conference and private hire bookings

Assist the Sales Teamwith show rounds for potential and existing client Be the lead contact forall C&E event clients as you work closely to create a successful event Improve, update andcreate documentation for the corporate clients to assist in the development ofthe C&E business Work closely with theFood and Beverage department to ensure clients catering needs are met and theevent reaches its maximum profitability. Work side by side withthe Events department to ensure resources are scheduled and events worktogether with the existing public ticketed events calendar. On the day management ofthe event, the guests and client. 2) Advancing events including Concerts, Comedy, and Sporting Events (depending on experience, this may be lower risk, under 5000 capacity events, conferences, and private hires)
Provide promoters and event organisers with venue information, advice and manage the client through the event planning process to event delivery. Create on-sale plans using CAD software. Work with the Event Organiser to provide solutions to queries. Book appropriate levels of staff for events both internally and via approved contractors. Produce detailed event information for circulation to all departments, contractors and external stakeholders. To work closely with all other Arena departments to ensure the highest possible standards of customer service and the delivery of the best possible event experience. 3) Act as Duty Manager during Load In and Event times)
On Duty during event load-ins to ensure Health & Safety best practice is being observed and provide resolutions to any problems. Ensure venue checks are complete and the venue is kept as safe as possible for customers and guests. Brief venue teams and contractors alongside the Venue Head of Security. Manage contractors during events including security and stewarding, cleaners, crew and medical teams using the resource available to ensure the smooth running of the event. Become a key part of the Incident Management Team; managing incidents and emergency situations. Keep detailed logs, reports and tracking of KPI scores for contractors. 4) Manage expenditure and recharges associated with allocated events
To produce costings for upcoming events. Monitor event expenditure against budget. . Ensure clients are aware of the costs and recharges associated with their event. To provide input for the annual department budget and monthly forecasts 5)To safeguard health & safety and security at the venue at all times
Liaise with clients to ensure all event related Health & Safety documentation is completed and checked. Produce Health & Safety documentation for each event including Event Risk Assessments and Security Risk Assessments. Review Risk Assessments and Policies and Procedures with the rest of the events department.

PERSON SPECIFICATION

Essential

Minimum of 2 years experience leading and managing conferences and private events. adHaHas a good working knowledge of catering within events. Ability to build good working relationships with team members, clients, contractors and visiting organisations Great communicator who understands the reasons why this would be essential Be competent in the use of Microsoft Office with extra emphasis on excel. Ability to work well under pressure, manage time effectively and prioritise workload to meet strict deadlines. Be detail orientated and organised.

Desirable

Previous experience of crowd management. IOSH Managing Safely certificate // Health and Safety experience Practical experience in writing risk assessments and safety documentation. The ability to interpret CAD drawings and use of CAD software

Benefits

25 days annual leave Life Assurance Pension Healthshield - health cash plan benefit Employee Assistance Programme

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