Events Manager

THE ROLE

To deliver exceptional quality live events within the Gallery as well as off site and across the regional offices. To lead on the planning and operational coordination from concept, to on the day management and post event feedback. Responsible for the management of individual event budgets, tracking and reporting, along with necessary administrative tasks.

RESPONSIBILITIES

Live Events (including Preferred and ADI Tours):

• Project manage and deliver live events from conception, to execution and post-event reporting
• Engage with and contract external suppliers and partners to deliver high quality events
• Ensure budgets are not exceeded and estimated costs are accurate throughout the planning process
• Keep up to date digital event files, accessible with relevant and thorough information for other members of the team to access
• Support the regional offices with event planning and delivery where necessary
• Ensure clear and thorough internal communication with Ops teams, attending weekly operational meetings, producing checklists and conducting individual event walk throughs
• Create e-vites or hard copy invitations in line with global policy and liaising with the expert and marketing departments to get sign-off

Guest list management:

• Liaise with Email Marketing Coordinator to pull guest lists
• Monitor guest numbers acting where necessary to control numbers
• Generic event inbox management for any client queries
• Manage RSVPs for dinners and liaise with client for event critical details

E-vite/Invite management:

• Liaise with Email Marketing Coordinator to create blast e-vites
• Log requests and work with Design team for pdf evite, hard copy and print requests
• When necessary due to time constraints, build, test and send blast evites
• Arrange calligraphy and mailings for hard copy mailouts

 Post-Event Admin:

• Ensure data on clients invited, accepted and attended is tracked and saved
• Note final guest numbers and costs
• Liaise with Client Strategists to pull transactional data following relevant sales for each event
• Update Event Review with relevant statistics, data and qualitative feedback
• Chase invoices and any internal recharges in a timely manner
• Create sundry invoices for third parties and caterers for externally hosted events.
• Update image folders (best event shots, caterers, galleries etc.)

Supplier management:

• Manage the approved suppliers list and ensure it is kept up-to-date with correct contact details
• Keep records of where Introductory Commission is payable
• Keep note of all expected event income, raise invoices and send to contractors
• Liaise with Risk to ensure all contractors, new and existing, meet requirements
• Keep updated information on Health and Safety documents, Public Liability, Employers Liability and Risk Assessment forms for all contractors
• Manage annual renewals at the beginning of each year
• Research/investigate new caterers, florists, production companies, printers, musicians etc to ensure continuing high quality, cost-efficient events

Diary Administration:

• Ensure the events calendar is up to date with sale and exhibition information 
• Ensure all diaries and review documents are kept consistent with up-to-date information
• Update Auction Operations with events for following week for ‘What’s On’

Champagne and stock management

• Keep track of all Champagne usage at events, cross-referencing with finance to make sure costs are offset to relevant events
• Conduct quarterly physical stock counts and reconciliations
• Ensure stock levels are maintained appropriately

Photography and Calligrapher bookings

• Book appropriate photographers for all events
• Keep track of running total photography cost
• Book calligraphers for dinners and hard copy mailings

IDEAL EXPERIENCE & COMPETENCIES

• At least 3 years Event Management experience, ideally in a B2C environment
• Excellent communication skills liaising with external suppliers, clients and colleagues
• Demonstrates a proactive approach with good problem-solving skills
• Able to use initiative
• Outstanding organisational skills including ability to multi-task and prioritise to meet varied and tight deadlines
• Ability to work independently and as part of a team
• High level of attention to detail
• Good computer literacy