JOB SUMMARY:

As Head of Private Events you will be responsible for delivering and expanding Chelmsford City Racecourse’s venue hire business model. You will lead on the racecourse’s ambition of becoming the most recognised venue for hire in the region through a premium proposition, unmatched scale, competitive pricing and bespoke service.
Working closely with other racecourse departments you will curate a range of products for private and corporate clients including but not exclusive to conferences, seminars, exhibitions, meetings, weddings, banqueting and private events on racedays.
As a senior member of the commercial team you will work alongside the finance team in forecasting projected revenue and delivering against financial targets. You will manage a team and be required to use clear communication, excellent organisational skills and attention to detail as well as complete all the administrative responsibilities for planning and delivering events alongside other departments

KEY ACCOUNTABILITIES

• Develop a diverse range of non-raceday and private event offerings, complete with comprehensive cost analysis and value propositions
• Lead on sales activities to attract new clients and retain existing ones
• Forecast revenue for the department and ensure the achievement of financial targets through strategic planning and execution
• Collaborate with the marketing team to promote the racecourse as a multi-purpose venue
• Oversee the planning, organisation, and execution of all private events hosted at the venue
• Effectively communicate event arrangements and requirements as well as maintaining an up to date calendar
• Assist clients in the production of their event from conception to delivery
• Assist clients in sourcing suppliers that are reputable and partners of the racecourse e.g. florists, specialty caterers and production companies
• Coordinate with external vendors and internal departments to ensure all aspects of the event are managed efficiently. This includes catering, security, AV support, and décor
• Liaise with the catering team to ensure that customer expectations and racecourse standards are always met
• Ensure adequate delivery for all racecourse AV provisions
• Maintain an asset register of all equipment within the private events department’s responsibilities
• Leverage the racecourse’s unique raceday product by growing interest in corporate hospitality
• Ensure that the marketing team have advance sign off on any promotional assets that clients use
• Develop private event budgets, monitor spending, and ensure all events are delivered against budgets
• Oversee accounts ensuring that invoices are delivered and manage the payment processes against contractual obligations
• Ensure that appropriate arrangements are in place for car parking, traffic control, security, first aid, hospitality and media as instructed
• Assist clients in managing events on the day by coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly
• Overseeing the breakdown of events and clearing the venue efficiently
• Manage and develop the Private Events team
• Work with the catering team in designing menus and options for clients that match theirs and racecourse’s high standards
• Manage contractual and financial obligations from both the racecourse and client
• Maintain awareness of industry trends and insights, implementing them accordingly
• Provide regular reports on events, client feedback, and financial performance using insights to improve event offerings and operational efficiency
• Regularly review the racecourse’s standard contracts to ensure that they are compliant and provide sufficient to the business
• General administrative tasks such as filing of function sheets and completion of the summary events sheet on a weekly basis
• Assess further opportunities for clients to invest in sponsorship and membership
• Responding and accept all reasonable requests from the Commercial Director, as and when required
• General office duties including answering incoming calls, dealing with enquiries and supporting other team members
  The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

QUALIFICATIONS

• Educated to degree level or equivalent.
• Experience within an events manager role
• Experience within either premium hospitality, sports or events sector is preferable

EXPERIENCE/SKILLS

• Ability to independently organise and execute events
• Proactive approach to sales and outreach
• Creative mindset with attention to detail
• Effective problem solver
• Excellent communication skills at all levels
• Highly organised and good time management
• Enthusiastic about customer experience
• Good business acumen
• Strong numerical skills
• Negotiation

PERSONAL CHARACTERISTICS

• Strong leadership skills
• Ability to multitask
• Flexible/adaptable and calm under pressure
• Personable and friendly disposition
• The ability to work to rigid time constraints and under pressure
  If you’re looking for an engaging and fast-paced work environment with opportunities for career progression, Chelmsford City Racecourse is the ideal place for you. Join our team and be part of the action!
  Job Types: Full-time, Permanent

Benefits:

• Company events
• Company pension
• Free parking
• On-site parking

Schedule:

• Monday to Friday
• Overtime
• Weekend availability

Work Location: In person
Application deadline: 30/04/202

Please refer the Job description for details