1. Event coordination and production
– Take ownership of every confirmed event at handover from sale to delivery, and manage it end to end against the contracted specification.
– Lead the client handover meeting once the contract is signed and establish the full operational brief.
– Plan and coordinate all elements of the event: floor plans and space configuration, food and beverage service, timings, entertainment, AV and technical production, styling and activities.
– Write, circulate and maintain function sheets (BEOs) to the agreed internal deadlines, and issue amendments promptly as details change.
– Identify equipment, staffing and resource requirements, and secure them ahead of the event.
– Brief and coordinate external suppliers and production partners - AV, entertainment, florists, stylists, security, transport and other external suppliers where applicable.
– Run the pre-event operations meeting with all departments and confirm every team is briefed against the final BEOs.
– Be present on site where required and assigned, oversee set-up, and act as the decision-maker for on-the-day changes.
– Handover client’s assigned point of contact on the day of the event to the operational team and assist where required or needed.
2. CRM, documentation and system compliance
– Maintain all communication with the client via Tripleseat/CRM system in full accordance with our compliance policies.
– Ensure no event proceeds without a signed contract, a finalised BEO and a complete client record in the system.
– Keep account and contact records, event statuses and pipeline stages up to date so group-level reporting is accurate at any moment.
– Apply the agreed naming, tagging and workflow conventions consistently, so other Events Managers can pick up an event file and run it.
– Keep venue content current in the system: event menus, packages, capacities, floor plans, minimum spends, terms and conditions.
– Upload and file all supporting documentation against the event record - supplier quotes, risk assessments, insurance certificates, dietary and allergen records, licences, timings and final invoices.
– Use Tripleseat reporting to track relevant metrics and flag variances to the line manager
– Ensure booking platforms – like Sevenrooms or Opentable have accurate availability against contracted events.
3. Client relationship management
– Analyse client briefs and operational requirements, and translate them into a deliverable plan.
– Act as the client’s main point of contact before, during and after the event.
– Be present to handover the client to the operational team and assist in delivery of the event where and when needed.
– Manage expectations proactively where a request falls outside the contracted scope or the venue’s operational capability.
– Monitor satisfaction, gather structured feedback and handle complaints in line with group service standards.
– Build repeat business through relationship management with agencies, corporate bookers, PAs/EAs and private clients.
4. Reactive sales and revenue growth
– Assist in responding to inbound enquiries within the agreed service-level time frame (4hrs).
– Assist in qualifying enquiries, preparing tailored proposals and quotations in line with commercial policy, and issuing contracts.
– Conduct site visits and show-rounds, and follow up consistently until the enquiry converts or is closed out.
– Upsell throughout the client journey - food and beverage upgrades, extended hire, additional spaces, entertainment, production and full venue privatisation.
– Assist in cross-selling across the London portfolio where a brief is a better fit for another venue, and pass leads on with a complete handover.
– Contribute to monthly and annual revenue targets for the venue and support the group target.
– Work closely with the Sales and Operational team to ensure the offer sold and the experience delivered are consistent.
5. Cross-venue cover and portfolio knowledge
– Maintain current working knowledge of every London venue’s spaces, capacities, menus, packages and price points.
– Be able to provide full cover for another venue’s Events Manager during annual leave, absence and peak periods - including managing live events, client communication and system updates on their behalf.
– Keep event files, notes and BEOs to a standard that allows a colleague to take over at short notice.
– Complete a structured handover before and after any period of cover.
– Contribute to shared group resources: capacity sheets, menu libraries, supplier lists and template documents.
6. Financial and supplier management
– Manage supplier relationships: sourcing, negotiation, quotations, booking and post-event review.
– Monitor deposits, staged payments and pre-payment terms, and chase in line with the payment policy.
– Produce accurate final billing and work with Sales and finance team to ensure timely invoicing and payment collection.
– Support forecasting for the venue, including provisional business, confirmed-on-the-books revenue and expected upsell.
7. Compliance, safety and licensing
– Deliver every event in accordance with the venue’s premises licence, permitted hours, capacity limits and any attached conditions.
– Uphold food safety and allergen requirements, including accurate recording and communication of allergen and dietary information in line with UK food information law.
– Verify supplier documentation before any third party works on site - public liability insurance, relevant licences.
– Handle client and guest data in line with UK GDPR and the group’s data protection policy.
– Ensure all compliance documentation is filed against the event record in Tripleseat and retained for the required period.
8. Post-event
– Conduct post-event debriefs with the client and with internal departments.
– Capture learnings, service failures and improvement actions, and close them out.
– Reconcile the event financially and confirm final revenue.
– Update the client record with feedback, spend history and rebooking intent, and set the follow-up activity for future business.