External Events Manager: Job Description
Overview
• To ensure the highest possible standards of organisation, presentation and delivery to ensure that events promote and reflect the School’s ethos. • To plan and oversee the organisation of external events, weddings and all private hires. • To actively promote events and weddings to the public aiming to deliver a high revenue for the School. • To be a professional and competent representative for St James Schools, as this is a high profile role.
Key Areas and Responsibilities
Commercial Activity
• Create an overall strategy for generating commercial income which complements the ethos of St James School. • Identify opportunities for generating commercial income, ensuring a blend and balance of high quality activities. • Strategic and proactive in initiating contact with potential customers. • Meet with potential customers to show the facilities available. • Oversee and manage all external events and hires, while being on site throughout specific events such as weddings. • Preparation and dissemination of advertising information, such as brochures and literature with the schools marketing company, Enterprises website and social media, including organisation of wedding fairs. • Ongoing updating of the Enterprises website. • Review and update venue/food/hire costs year on year; through undertaking market research of local competitors. • Develop the School’s standing in the local community. • Prepare for adequate planning time and have experience in event management. • Appropriate levels of staff supervision at external events. • Liaise with the Deputy Head in regard to the Schools events to foresee any future clashes of the external and internal school events. • Liaise with Estates Manager, Catering Manager as appropriate to book in events and hires. • Oversee the bar, bar stock together with reviewing and update bar price list year on year. • Ensure that risk assessments are completed in accordance with School Policy for events and hires. • Ensure all documentation including contracts, DBS checks, insurance, mission statements are in place before each hire. • Ensure the Schools Safeguarding Policy is adhered to when necessary for all events and hires. • Monitor progress of event-planning to ensure their efficient delivery and completion progress towards completion. • Undertake effective evaluation and constant review of events to maximise sales within a competitive market. • Understand and be responsible for the Schools premises licence and licensing objectives. • Communicate with the local registry office and parish church in logistics for wedding ceremonies. Events Management
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