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 Agata.
- 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 Agata 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 Agata 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.