Careers

Event Planning Manager

Full job description

Since 2016 the facility has been run by a registered charity - The Royal Sutton Coldfield Community Town Hall Trust.

With a small operations staff team complimented by volunteer support, as an entertainment venue and community hub, we house touring shows, comedy, community theatre, weddings and corporate events throughout the year, as well as a popular annual pantomime.

The Events Planning Manager will play a pivotal role in ensuring that every event we host is seamless, memorable, and aligns with our venue's reputation for excellence.

This role will take overall responsibility for the planning and delivery of all events – whether a pantomime, a tribute act, through to a private party such as a wedding, as well as overseeing the relevant staff on shift for that event. The Events Planning Manager will support and ensure their team excel in collaborating with the sales team. They will be responsible for liaising directly with the customer, continually updating event information on the booking system and sending the customer an accurate event summary. The Events Manager will also be a key holder for the building.

Key Duties and Responsibilities

Event Planning & Coordination:  

  • Oversee and manage all aspects of event planning from inception to completion, ensuring client requirements are met through continuous customer liaison, lead and control operational delivery for each event with relevant specialist staff as required i.e. to ensure full/regular briefings of each client/event requirements. Complete all event documentation in a timely and efficient manner 

  • You will be a flexible worker. Ready to help with set-ups and clear downs.  

  • Manage staffing rotas to ensure that service delivery complies with all relevant health and safety legislation and customer service excellence standards. 

  • Develop and foster an open exchange of knowledge and information while working together as one “event team” i.e. IT/Tech, audio-visual system, decorative setting, staging, marketing, event host/bar requirements etc. 

  • To be the main point of contact front of house on a show/event, responding to feedback/complaints/ticketing or any other problems, solving them as they arise. 

  • Lead any post-event analysis with the whole team to ensure future venue learning from client/event feedback. 

  • Ensure rooms are set-up for events while assisting with housekeeping and maintenance tasks as required. Clear and clean where possible after events. 

  • Monitor, with action as appropriate, public areas including toilets, both on a day-to-day basis and particularly during events. 

  • Assist the General Manager in monitoring efficient use of heating and lighting. 

  • Organise maintenance support as required. 

  • Take charge of the allocation of fire marshals, ensuring the customer is aware of exits, call points and the evacuation process. 

  • During events, work with staff to ensure high standards are met, excellent customer services and overall  

  • Work closely with internal departments including marketing, sales, finance, and technical teams to facilitate event requirements. 

  • Work with the General Manager to continually improve the customer journey. 

  • Fill out Duty Manager reports where necessary 

    Vendor Management:  

  • Collaborate with and manage external vendors to ensure services/products are delivered on time and within budget i.e. caterers. 

    Budget Management:  

  • Develop and manage event budgets, ensuring profitability and financial objectives are met which will require close collaboration with the Sales team. 

    Marketing & Promotion:  

  • Collaborate with the marketing team to ensure events are promoted effectively to target audiences. 

    Client Relationships:  

  • Build and maintain relationships with clients, understanding their needs and ensuring their satisfaction. Provide clear information. 

  • Establish a housekeeping overview as required by clients, artists, suppliers and guests/visitors. 

    Feedback & Reporting:   

  • Collect feedback post-events to continuously improve the quality of our services. Provide periodic reports on event performance metrics. 

 

Risk Management:  

  • Identify potential risks related to events and implement measures to mitigate them. Ensure Risk Assessments are relevant and up to date. 

  • Ensure adequate planning of the building’s open-up and close-down ensuring that key holding duties are covered between self and the AV technician. 

  • Be responsible for certain elements of the venue’s health and safety and legislative 

  • To support the Events Director and General Manager to maintain and produce accurate risk assessments for all relevant elements of service delivery and undertake periodic review and updates of all assessments. 

  • To be fully conversant with the evacuation procedure and Health and Safety policy, ensuring that all staff on shift for an event are trained to execute any procedures and that these policies are adhered to at all times. 

  • Be the first point of contact for emergency services, leading guests/visitors, artists, suppliers, client and staff to safety including being Acting Chief Fire Officer. 

    Team Leadership:  

  • Manage and guide the events team, ensuring roles and responsibilities are clear, and goals are achieved, supervising the Events team on a show/event, including full team briefing. 

  • To manage the overseeing of Bar Service, working closely with the Bar Lead ensuring bars are adequately stocked and all preparation procedures are adhered to, including the issuing of floats reconciliation and preparing banking as required. Along with overseeing procedures such as cellar work including line cleans, placing and receiving orders, along with managing till software and stock range and price points. 

THIS LIST IS NOT EXHAUSTIVE 

OTHER DUTIES MAYBE REQUIRED THAT ARE CONSIDERED REASONABLE FOR THE ROLE AND TO SUPPORT OTHER FUNCTIONS 

SKILLS & SPECIFICATIONS

Essential 

  • Experience of business management, preferably within a multi-functional arts venue or similar environment. 

  • Sound business planning skills, the ability to plan successfully and manage risk. 

  • A customer focused approach and passionate about offering outstanding customer care. 

  • Demonstrable experience of executing high standards of service delivery. 

  • Demonstrable confidence and excellent communication skills 

  • Experience of health and safety and security standards as they affect a public venue. 

  • Excellent people management skills – able to coach and develop a team to deliver results including experience of planning and managing change. 

  • Excellent interpersonal and communication skills with the ability to liaise and negotiate with a wide variety of people at all levels. 

  • Have a level of fitness to be competent with set-ups and clean-downs. (Moving chairs and tables, applying chair covers & tablecloths) 

Desirable 

  • Demonstrated confidence in working with data/data analysis to support planning 

  • Personal Licence Holder and experience as a Designated Premises Supervisor 

  • Knowledge of EPOS, scheduling and ticketing software (Events 500) 

PLEASE SEND A COVERING LETTER WHEN APPLYING FOR THIS JOB. ONLY APPLICATIONS WITH A COVERING LETTER AND CV WILL BE CONSIDERED. EMAIL recruitment@suttoncoldfieldtownhall.com

Job Type: Full-time

Pay: £27,300.00-£30,000.00 per year

Schedule:

  • Day, Evening & Weekend working a requirement

Application deadline: 01/05/2025