JOB VACANCY: Conference & Event Manager

OPEN Youth Trust:  Conference and Event Manager – Role Profile 

Main Place of Work/Location:            20 Bank Plain, Norwich, NR2 4SF 

Responsibilities:                                 Booking and managing conferences and events 

Responsible to:                                   Head of Operations

About the Trust

OPEN is a multi-purpose venue, in the heart of Norwich, committed to delivering world class live music and outstanding conference facilities, which funds OPEN Youth Trust, a charity that provides opportunities that make a positive difference to the lives of young people in Norfolk.

About the Role

Permanent – 40 hours per week including some evenings and weekends to reflect the needs of the Trust.

You will work with the wider events team and be responsible for sourcing, booking and managing a portfolio of conference and events using the OPEN Venue and its variety of rooms.

You must be a proactive and highly organised individual with the skills and experience, energy and commitment to help generate and manage the commercial income from the conference and events related activities of the OPEN Youth Trust. You will demonstrate an approachable demeanour with excellent communication skills and a passion for customer service.

Salary and Benefits

£20-22k (dependant on experience)

Pension and private health scheme

Reporting Structure

The jobholder will report to the Head of Operations and work alongside the Live Events Manager (responsible for music, comedy and public events), the operations, hospitality and technical teams, ensuring a seamless account management experience. 

Competencies, Skills and Experiences

• Essential                                      
• Business Development/Sales                     
• Event management background                 
• Customer focused                          
• Commercially and financially aware
• Planning and Organisational skills   
• Self-motivated                                           
• Team player                                              
• Desirable
• Licensing knowledge
• Charitable affiliation
• Catering/hospitality experience
• Technical understanding
• Marketing background
• Line Management experience
• Ability to work on one’s own initiative 

As an OPEN team member, you will be:

• Professional, friendly, fun and caring
• Positive, ambitious, proactive, customer focused
• A team builder, celebrating success, demonstrating commitment and pride
• Passionate and knowledgeable about OPEN’s core objectives and values

Main Purpose of the Role        

As part of the events team, the Conference and Events Manager will have the following main objectives

1.     To promote and sell the conference and events facilities within OPEN to both local and national markets

2.     To book and administer all conference and events bookings using the Artifax booking system

3.     To work closely with the wider team ensuring all information supplied is accurate, complete and applicable for each event

Detailed Responsibilities:

Events

• Managing administrative functions to ensure specific events are delivered efficiently and effectively
• Develop a portfolio of daytime or evening events for conference clients
• Consulting with the Head of Operations and Head of Hospitality and the wider team to review arrangements for all venue bookings
• Passing on technical requirements of the hirers and putting clients in touch with the relevant technicians and duty managers
• Develop the business to ensure that the individual requirements for each event are met, dealing with any issues that may arise
• Developing events from proposal right up to delivery, ensuring that the precise requirements of the client are handed over to the delivery team and understood  
• Booking a range of events throughout the year within budget, that meet or exceed expectations financially and to the satisfaction of the client
• Setting, communicating and maintaining timelines and priorities for each event that you develop
• Communicating, maintaining and developing client relationships so that they want to return
• Managing external and internal supplier relationships 
• Ensure that the highest levels of customer service are delivered and maintained at all times
• Work with the Head of Operations and Head of Finance on the commercial calculators for each event to ensure profitability within set margins
• Work with the Head of Finance on post event treasury and reporting
• Work with the Head of Marketing to ensure that all public events are added to the Trust’s website and promoted accordingly
• Liaise closely with the hospitality team regarding specific catering requirements on events

Account management

• Achieve agreed financial sales targets for Conference and Events 
• Work with the Duty Managers to ensure a seamless handover of events
• Manage the relationship between OPEN and the client successfully in order to retain their business and achieve cross sales of other facilities and services
• Attend regular networking events and exhibitions to promote and market OPEN’s facilities
• Sell the benefits of the outstanding technical and hospitality facilities of the venue to prospective clients
• To create a record of all new business, prospecting and related activity for the Head of Operations each month
• Conduct regular market research and develop an awareness of the local Conference and Events markets., to develop new business income streams and help determine strategies to increase sales.

Over and Above

Every day try to add to the Team Culture to make sure others feel supported and enjoy the benefits of your valuable professional skills and experiences.

Sometimes you’ll be asked to carry out other duties and responsibilities of a similar professional nature to those described above.

Most of all enjoy your work because your efforts will make a positive long-term difference to the lives of many young people in Norfolk.

This job information cannot be all encompassing. It is inevitable over time that the emphasis of the job will change without changing the general character of the job or the level of duties and responsibilities entailed. Consequently, this information will be periodically reviewed, revised and updated in consultation with the post holder to reflect appropriate changes.

How to Apply

If you want to make a positive difference, help secure financial self-sufficiency and sustainability for the Trust and are able to work in innovative ways, visit our website www.opennorwich.org.ukto download an application form or pick one up from the venue’s Box Office.

Applications must be made by email only.  Please send a completed application form and covering letter to [email protected]by 5pm on Friday, 12 October 2018. Successful candidates will be invited to attend interviews during the week commencing 15 October and any job offer will be subject to a Disclosure & Barring Service check and references.

For further information about the role please email Alex Walters, Head of Operations [email protected]