1. Event coordination and production
– Take ownership of every confirmed event at handover from sale to delivery, and manage it end to end against the contracted specification.
– Lead the client handover meeting once the contract is signed and establish the full operational brief.
– Plan and coordinate all elements of the event: floor plans and space configuration, food and beverage service, timings, entertainment, AV and technical production, styling and activities.
– Write, circulate and maintain function sheets (BEOs) to the agreed internal deadlines, and issue amendments promptly as details change.
– Identify equipment, staffing and resource requirements, and secure them ahead of the event.
– Brief and coordinate external suppliers and production partners – AV, entertainment, florists, stylists, security, transport and other external suppliers where applicable.
– Run the pre-event operations meeting with all departments and confirm every team is briefed against the final BEOs.
– Be present on site where required and assigned, oversee set-up, and act as the decision-maker for on-the-day changes.
– Handover client’s assigned point of contact on the day of the event to the operational team and assist where required or needed.
2. CRM, documentation and system compliance
– Maintain all communication with the client via Tripleseat/CRM system in full accordance with our compliance policies.
– Ensure no event proceeds without a signed contract, a finalised BEO and a complete client record in the system.
– Keep account and contact records, event statuses and pipeline stages up to date so group-level reporting is accurate at any moment.
– Apply the agreed naming, tagging and workflow conventions consistently, so other Events Managers can pick up an event file and run it.
– Keep venue content current in the system: event menus, packages, capacities, floor plans, minimum spends, terms and conditions.
– Upload and file all supporting documentation against the event record – supplier quotes, risk assessments, insurance certificates, dietary and allergen records, licences, timings and final invoices.
– Use Tripleseat reporting to track relevant metrics and flag variances to the line manager
– Ensure booking platforms – like Sevenrooms or Opentable have accurate availability against contracted events.
3. Client relationship management
This job listing was provided by Hospitality Job Vacancies. To apply, please use the link in the job description.
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