Events Manager

Bath, Somerset
BATH ABBEY

This is a key role in our plans to create and deliver a high-quality programme of events, exhibitions and installations and activities that will raise our profile, broaden our audiences, and generate income.

We are looking for an experienced events professional with an audience first approach and a clear understanding of how events align with the Abbey’s values. Excellent leadership and relationship management skills are essential. You will be confident to work on your own initiative and to lead a small team to deliver exceptional events. This is a hands-on job involving meeting customers, working with existing internal and external partners, developing new external relationships and directly managing events. Excellent organisation, administration and budget management skills are essential and a basic knowledge of project management principles would be advantageous.

KEY RESPONSIBILITIES

Event planning and coordination:

• Plan and deliver a diverse programme of events in the Abbey including concerts, installations, exhibitions, graduations, theatre performances and film screenings, oversee all aspects of planning and execution.
• Ensure events align with Bath Abbey’s mission and values.
• Be responsible for the end-to-end process of booking and planning the event, acting as the main point of contact for event organisers.
• Communicate both verbally and in writing, interacting effectively with clients, vendors, external suppliers and team members.
• Assess logistical and operational requirements for each event.
• Collaborate and work with the Facilities Manager, coordinate operational plans and provide staff briefings to ensure all staff members understand their roles and responsibilities before, during and after each event.
• Think clearly and effectively to problem solve when unexpected events occur. Collaborate with the Communications Officer on marketing campaigns.
• Work closely with the Abbeys Operations Team to plan for external suppliers, including catering, audio visual equipment, external events staff, rehearsals and to help prepare and take down staging and chairs before and after events.
• Conceptualise and execute unique and memorable events. Be creative!

Operational and on-site management

Be responsible for the smooth running of events by:

• Acting as the main point of contact for event organisers, internal and external stakeholders.
• Overseeing event setup, technical requirements, staffing and event front-of-house operations.
• Leading the event day team to deliver smooth, high-quality events.
• Responding to operational issues quickly and safely following Abbey procedures.
• Ensuring excellent cross departmental communication before, during and after events.
• Acting as Event Duty Manager, responsible person and key holder as required.

People management:

• Recruit, train and manage the Casual Events Team in line with Abbey policies and procedures.

Financial and administrative oversight:

• Manage event budgets, monitor expenditure and ensure financial sustainability.
• Negotiate and manage supplier contracts and agreements.
• Monitor the number and type of events along with the associated costs and income to ensure maximum efficiency and that events income is in line with or better than the annual budget.
• Identify opportunities to generate additional income through the events programme.
• Work with the Accounts Team to ensure hire fees are paid on time.
• Take a leading role in ensuring the Abbey’s diary is up to date and accurate. Manage events and hires paperwork and bookings.
• Support the Head of Visitor Experience in the smooth running of the Abbey’s Public Programme Group by preparing agendas, taking minutes, maintaining the action log and other relevant documentation.
• Deputise as chair as required.

Stakeholder Engagement:

• Develop and manage relationships with external suppliers, including but not limited to Bath Box Office, caterers and stage delivery company
• Liaise with our Facilities Manager, Operations Team and Visitor Experience Manager to ensure events are adequately staffed.
• Work with the Operations Team to ensure the Abbeys Audio Visual, Recording and Livestreaming systems are functioning and adequately staffed.

Health, safety and compliance:

• Follow Abbey procedures and best practices in the preparation of Risk Assessments to ensure the Abbey is a suitable and safe environment for events.
• Ensure all events comply with Abbey policies procedures, health and safety legislation and insurance requirements.
• Assist in the maintenance, security, and safety of the Abbey s public areas.
• Assist in the security and safety of the Abbeys facilities.

Monitoring and evaluation:

• Respond to internal and external feedback appropriately.
• Collate audience, staff and volunteer feedback as appropriate.
• Feedback any issues or challenges to event organisers promptly and professionally.
• Generate post-event reports and evaluate event success.
• Recommend improvements to enhance experience and operational efficiency and / or generate additional income.