Events and Exhibitions Manager

Royal Geographical Society

Hours
28 hours per week

Length of contract
12 month

About the Organisation

Royal Geographical Society (with the Institute of British Geographers) is a learned society and professional body for geography and geographers. It is also a charity and a membership organisation. The Society was founded in 1830 and has been one of the most active of the learned societies ever since. It was pivotal in establishing geography as a teaching and research discipline in British universities and continues to play a key role in geographical and environmental education.

About the role

As part of a small team, the Events and Exhibitions Manager will support the Head of Venue and New Business Development with sales, planning, and delivery of events and exhibitions for external venue hire clients, as well as support Society colleagues with internal event planning.

Event support includes use of the computerised room bookings system, ability to set up and operate basic audio-visual and IT equipment, event support, and post-event administration, including customer invoicing.

The Events and Exhibitions Manager will also work with colleagues in an extended team, including Facilities Manager, Front of House and Audio-Visual staff, plus contracted cleaners and commissionaires, in providing a first-rate service primarily for these third-party events.

Responsibilities

• First point of contact for new potential and existing clients based on comprehensive knowledge of the building’s layout and facilities, and the practicalities of running events in the rooms.
• Excellent communicator and salesperson able to turn enquiries into sales (confirmed bookings), often following accompanied show rounds of the premises for new clients, and, where possible, to up-sell additional services to the client to enhance the success of their event.
• Contact several internal departments to make room bookings on their behalf and support the logistics and delivery of their internal Society events.
• Contact for external and internal Pavilion bookings, managing the Pavilion calendar, contracting clients, supporting their exhibition planning, and delivering exhibitions and associated events.
• Agree with the client on their specific requirements for event logistics and staffing (security, cloakroom, audio-visual, other support as required), whether for a large conference, lecture, press or product launch, corporate hospitality occasion, wedding, or small meeting. Numbers attending events range from 10 to over 1,000.
• Compile and send booking forms to clients confirming the client’s event needs and the agreed hire rates on the best commercial terms to the Society, based on a sound knowledge of the charging systems in place.
• Maintain the computerised events booking system in an organised and accurate fashion. All provisional and confirmed event bookings, both internal and external, are entered in detail into the Society’s computerised room booking database.
• Sell, plan, and prepare live streaming to deliver hybrid events for clients, including technical meetings, in-person rehearsals, remote speaker set-up, and detailed event technical running orders.
• Manage staffing bookings at the venue in planning and scheduling staffing requirements for all events in the building with external suppliers. Manage payments for external staffing suppliers and freelancers.
• Web and social media champion for the Venue Hire team in managing the venue hire content of the Society’s website, venue hire social media channels, and venue listings on external websites.
• To act as the ‘main face’ for the client on the day of their event in terms of support, liaison, issue resolution, and checking of client satisfaction. To ensure the in-advance readiness of audio-visual and IT facilities, and be available to the client for presentation and other set-up requirements.
• Work effectively as a team member with other staff to assist in the smooth setup and running of events, whether through liaison and planning in advance of events, checking of requirements for the event, liaising with other parties such as the caterers and technical suppliers, or moving furniture and other hands-on work.
• Maintain standards of service and regular office administration. This includes the prompt answering of telephone calls, dealing with enquiries, drawing up contracts, and liaising with suppliers. Ensure the timely issue of invoices to clients on completion of the event, and chase up slow payers.
• Provide advertisement for venue hire clients on the Society’s website and in the Society’s seasonal bulletin. Communicate advertisement opportunities with clients, upload entries to the Society’s website, and pull together event submissions for the printed bulletin. 

Skills, Competencies & Experience

Abilities and Experience:

• Demonstrable experience of working in a busy events team in a similar role, with demonstrable success in turning potential customer enquiries into firm bookings, in negotiating and agreeing hire rates on the best terms for the Society, and in developing customer relationships to secure repeat bookings.
• Ability to deal with people from all walks of life in a manner that reflects favourably upon the Society is essential: these may be staff, tenants of the premises, Fellows and other members of the Society, existing and potential customers, distinguished visitors, tradespeople and contractors, or members of the public.
• Efficient, helpful, and diplomatic style, and an excellent telephone manner, coupled with an ability to act with authority and initiative on occasions.
• Self-motivated, hard-working, and able to prioritise and cope with the pressures of a busy office.
• Intelligent approach and genuine interest, and enthusiasm for the work of the Society. The post requires a broad knowledge of its activities in general, and a more detailed understanding of the work handled by the various departments of the Society and also its tenants.
• Interest in developing a sound understanding of the history of, and sensitivity to the fabric of, the Society’s Grade II* listed premises, and similar awareness of the historic collections.
• Willingness to work flexible and sometimes long hours, including occasional weekend work, as part of a team complementing and backing each other up, and also supporting other members of the department.
• Ability to use initiative under the general operating principles of the Venue Hire department.
• Experience of, and confidence in, using audio-visual equipment; and a high standard of PC literacy, particularly with Microsoft Office and email.
• Energy and physical capability to share in the setting up of rooms for event use, including the moving of furniture.
• Well-developed sense of security and risk awareness, and of health and safety matters.

Compensation & Benefits

• 25 days of annual leave per annum plus public bank holidays.
• Society closure between Christmas and New Year, in addition to the basic annual leave allowance.
• Pension scheme - 3% employee, 7.5% employer.
• Group Life Assurance at four times the basic annual salary.
• Corporate eye care vouchers.
• Cycle to work scheme.
• Free 24-hour Employee Assistance helpline with available counselling support.

Conditions of employment

• You must have the right to work in the UK

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• To apply, please email [email protected] with a copy of your CV and a covering letter explaining your suitability for the post and how you fulfil the selection criteria.

Interviews

• The interviews are planned to take place in the week commencing 23rd June. We thank, in advance, all candidates for applying, and regret we are unable to write separately to those who are not selected for interview.

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