Commercial Events Co-Ordinator

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Job description

Wellington College is one of the world's leading co-educational boarding and day schools and has an enviable reputation for excellence and innovation, located in rural Berkshire in a stunning 400 acre campus. We are looking for an enthusiastic and dedicated Commercial Events Co-Ordinator to join our Events Department

You will join on a full time, permanent basis and in return we will offer you a competitive salary and benefits package which includes a free lunch whilst on duty, subsidised membership to the Wellington Health & Fitness Club, contribution to Wellington's personal pension scheme, Employee Assistance Programme, enhanced Maternity / Paternity scheme, cycle to work scheme, free parking and access to a health cash plan.

About the role:

The Commercial Events Co-ordinator is responsible for supporting the entire sales, operational and client management process involved in letting the College's boarding space, venues and facilities to residential and non-residential clients - a revenue stream for Wellington College and Wellington College Enterprises. The position reports into the Commercial Events Manager.

The Commercial Events department of Wellington College is responsible for raising additional revenue to support the bursaries and scholarship schemes and other areas of the College. The College hires out its boarding space, venues and sports facilities to a diverse variety of residential and non-residential clients throughout the year, as well as the facilities at Bisley Shooting Lodge.

The College's Commercial Events clients include: language schools, conferences/meetings, exhibitions, seminars, orchestras, sports activities, film crews, parties and weddings, and shooting parties at the Bisley Shooting Lodge.

Our mission is to deliver an excellent service to all our clients in prestigious surroundings, helping them achieve successful and memorable events.

Key responsibilities:

• Support the Commercial Events Manager with the management, sales, operations, finance, reporting and development of the Commercial Events business.
• Provides the benefits of extensive events experience and logistical/marketing support to the business, to encourage repeat business and the growth of new sales opportunities.
• Co-ordinate Commercial Events for external residential and non-residential clients, from initial enquiry, quotation, event specification, fees negotiation/cost management, creation and issue of Contract, operational planning, event delivery / on-site management, accounting and invoicing.
• Carry out site visits with external clients and suppliers for prospective/confirmed events.
• Develop procedures and templates to maximise event management efficiencies, and to support client communications and invoicing.
• Provide support working with in-house Legal and Safeguarding teams to develop client Contracts and terms and conditions, to ensure legal protection of the business and adherence to College Safeguarding and Health and Safety policies.
• Liaise with internal support department managers and staff to ensure the Commercial Events clients are appropriately serviced by these support functions, and to resolve any issues which arise efficiently.
• Collaborate with relevant parties to ensure risk assessment documentation are in place for each event.
• Communicate commercial activities plans to College Teaching Staff and College Staff Departments to ensure awareness and the appropriate servicing of events.
• Work with Wellington Health and Fitness Club management in the scheduling of facilities bookings for residential clients.
• Liaise with residential client staff in respect of safeguarding issues and use of the boarding Houses/facilities.
• Contract the services of outside suppliers to supply AV and other services in Commercial Lets periods.
• Provide support as needed for bookings at Bisley Shooting Lodge, including but not limited to Sales and diary bookings; Creation and issue of Contracts and management of Bisley Shooting Lodge clients.
• Daily use of the core College venue management system: KxConferencing
• Assist Commercial Events Manager and Marketing with the continual development of the Events website pages, external venue finding websites and social media platforms.
• Learn and develops/build events booking and merchandise purchasing sites via College's delegate management system - Eventsforce.

Full job description is attached.

So, if you are committed to contributing towards the College community, think you've got what it takes to perform exceptionally in this role and would like to join our team, please apply now.

The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Applicants for any of the positions available at the College must be willing to undergo a number of safeguarding checks including an enhanced Disclosure and Barring Service check, reference checks with previous employers and, where applicable, a Barred List, Prohibition and EEA checks.