Post title: Events Co-ordinator – Ticketing & Marketing (Islington Assembly Hall)
Service area: Community Wealth Building
Grade: SC6 – SO1
Reports to: Assistant Venue Manager, Marketing
Your team: Islington Assembly Hall
Number of supervisees: n/a
£30,063 – £31,155 per annum
Islington Assembly Hall is a busy mid-sized venue in the heart of London. We are looking for an Events Coordinator who has experience of ticketing and/or marketing to join our team. A passion for events and a good eye for detail is essential for the role. The successful candidate will join a busy team with benefits including excellent learning and development opportunities, a generous holiday allowance and more. Applications close on 13/11/22.
For more info including a full job description and how to apply, click here.
We’re determined to make Islington more equal. To create a place where everyone, whatever their background, has the opportunity to reach their potential and enjoy a good quality of life.
We also have an ambitious goal – to be the best council in the country – with every employee clear about the part they play and inspired, focused and supported to give their very best.
We want to build an organisation where employees feel valued, inspired and empowered to help us achieve our goals and provide the best services possible to our residents.
Our values and behaviours
‘Be Islington’ is about setting a clear challenge about what it means to be an Islington employee and sets the standard for every new recruit.
We ask our employees to ‘Be Islington’ – playing their part in working together for a more equal borough and to always be collaborative, be ambitious, be resourceful, and be empowering (‘CARE’).
Our commitment to challenging inequality
We are committed to tackling inequality, racism and injustice and creating a more equal borough for all. In order to do this, we need to set the example by being a fair employer and creating a workplace environment which is free from discrimination, racism and inequality. Our approach needs to be proactive, consistently learning to create a more equal workplace and foster a culture which empowers all staff to challenge inequality.
Equality is at the heart of what we do. We want to celebrate and embrace our differences by:
• Ensuring our workforce is representative of the people we work on behalf of, our residents • Creating equitable working environments and diverse teams
• Understanding our residents in order to design and deliver services that help tackle inequality and improve life chances for our residents
• Getting to know people and their differences
• Interpreting issues and concerns from a cultural perspective and address situations or problems from the points-of-view of multiple cultures
• To coordinate the wide range of events taking place in the venue and to be a first point of contact for new event enquiries and to plan events efficiently and effectively through all stages of the coordination, following up with post-event activities. Support this events coordination with relevant administrative duties plus coordinating the box office and marketing work for all events in the venue, including content creation in line with brand guidelines for social and other internal and external communications.
• The post holder will be required to work some late nights, weekends and early mornings. The post holder will be expected to Duty Manage a minimum of 40 events per annum.
• To coordinate the wide range of events in Islington Assembly Hall and its break-out areas, including live events, wedding receptions, council events, private and corporate functions, sales and fairs in a timely and professional way, from the initial enquiry through to the event itself. This includes following venue procedures to provide a professional event management approach, ensuring clients’ expectations are managed and requirements are met by: proactively following up on enquiries; chasing for confirmations and signed agreements; ensuring a high level of attention to detail in keeping booking systems and colleagues up to date at all times; and communicating about the event to increase attendance.
• To be responsible for checking that requirements are met for particular events, including liaising with suppliers as required and working closely with the Events and Operations Assistant to ensure that the hall is set up correctly for those events and that equipment and refreshments being provided by the venue are made available as agreed.
• To have a good understanding of layouts and equipment, capacities, logistical issues of holding the wide range of events in the venue, and advise clients (and colleagues, where necessary) accordingly, seeking external advice or escalating queries where necessary.
• Proactively respond to event hire enquiries in a professional and enthusiastic way, promoting the features and benefits of the venue to potential customers in order to generate business and under the instruction of the Venue Business Manager, negotiating on rates in order to maximise profits. This includes: showing potential clients around the venue; forging positive working relationships; carrying out post-event evaluation; and following venue procedures and customer care standards at all times.
• To take responsibility for the safe, effective and timely management of large complex events such as live music concerts, wedding receptions and council events when acting as assistant or duty manager. This includes: carrying out the relevant briefings, checklists and reports; being the first point of contact for all staff on site during the event; responding to and dealing promptly with incidents; working with the hirer
and/or other stakeholders to ensure events run on time; ensuring relevant licensing laws are adhered to; being responsible for evacuation procedures in the event of an emergency; liaising with suppliers and other staff to ensure high standards of work and professionalism at all times; and when acting as duty manager, ensuring the shutting down of the venue and equipment within it is carried out effectively.
• To deliver marketing & communication campaigns internally and externally within a marketing budget, creating assets and reporting on the effectiveness of the marketing campaigns and driving our social presence forward in creative and researched ways. To create content and oversee the venue social media channels and support with the maintenance of the website.
• To be the primary responder to all queries that come through to the team via social media channels, to monitor and use these channels to engage with stakeholders and communicate about upcoming events and other topics as appropriate.
• To work closely with the Assistant Venue Manager – Marketing and take on some responsibilities in the post holders’ absence, including the coordination of events.
• To take responsibility for the ticketing for all events, liaising with ticket agents and ensuring accurate records are kept and training manuals are up to date for the box office staff. To ensure handovers are written each week for the shows over the weekend.
• To carry out the duties of the Venue Administrator in the post holder’s absence, including raising and approving invoices while following the necessary processes, making purchases on purchase card, being the first point of contact for general enquiries, ensuring display materials are up to date and well presented.
• To support the others in the team, where necessary, including setting up the hall for events, taking payments, taking deliveries, counting cash, and venue admin.
• To support colleagues in the team by undertaking other duties commensurate to the grade of the post.
• To use sound judgement when taking enquiries and making bookings, considering profitability and diary occupancy. Proactively respond to event hire enquiries in a professional and enthusiastic way, promoting the features and benefits of the venue to potential customers to generate business and negotiating on rates in order to maximise profits. This includes: showing potential clients around the venue; forging positive working relationships; having a good understanding of pricing strategies and how to use them in negotiations to maximise profits; carrying out post-event evaluation; and following venue procedures and customer care standards at all times.
• To use and assist others in the use of information technology systems to carry out duties in the most efficient and effective manner.
• To achieve agreed service outcomes and outputs, and personal appraisal targets, as agreed by the line manager.
• To undertake training and constructively take part in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
• The post holder is expected to be committed to the Council’s Be Islington CARE values, working in a way that is collaborative, ambitious, resourceful and empowering.
• Ensure all the services within the area(s) of responsibility are provided in accordance with the Council’s commitment to high quality service provision to users.
• Ensure that duties are undertaken with due regard and compliance with the Data Protection Act and other legislation.
• Carry out duties and responsibilities in accordance with the Council’s Health and Safety Policy and relevant Health and Safety legislation.
• Ensure legal, regulatory and policy compliance under GDPR, Health and Safety and in area of your specialism identifying opportunities and risks and escalating where appropriate.
Office-Based / Front-Line