Events & Experience Coordinator
# Events & Experience Coordinator **Osea Leisure Park** · Maldon CM9 8BQ · `On-site` 🕒 **Статус:** *Опубликовано: 2 дня назад* · *Источник: Indeed* --- ### About the Role Role overview The Event Coordinator owns the client relationship from confirmed booking to final handover, turning each client's vision into a flawlessly run event. They are the single point of contact between the guest and every operational team, and the person who makes the day feel effortless. Job title Event Coordinator Location Vaulty Manor Reports to Group Hospitality Manager Works closely with Sales, Office Team, Head Chef and kitchen, Operations, Front of House, Night Porter, external suppliers Hours Event-led, including evenings, weekends and bank holidays; event days typically 9:00am–1:00am Event portfolio Weddings, corporate and wellness retreats, entertainment and live events, private and corporate functions, group bookings Role purpose Great events are not run, they are orchestrated . This role exists so that every client has one trusted person who understands what they want, why it matters to them, and how the venue will deliver it. The coordinator translates emotion and ambition into timelines, briefs and run sheets, then leads delivery on the day with calm authority. Success is measured in two currencies: operational precision (on time, on brief, on budget) and emotional outcome (guests who feel looked after, remembered and proud of their event). Key responsibilities Responsibilities follow the event lifecycle. The coordinator owns every stage; others deliver parts of it. 1. Handover from Sales and discovery - Take ownership of each confirmed booking within 5 working days of contract, with a warm introduction call that sets expectations and the planning journey. - Run a discovery conversation to understand the why behind the event: the story, the people who matter, the non-negotiables and the fears. - Capture the client vision in a single event brief that every team works from. - Flag early any requests that carry operational, cost, licensing or safety implications. 2. Planning and design - Lead structured planning meetings, including a Final Details Meeting around 3 months out (weddings) or at an agreed milestone for retreats, functions and groups. - Cover all operational, catering, timeline, setup, accessibility, dietary and guest requirements, and document them accurately. - Produce clear meeting notes and instructions for the Office Team to issue final invoices and confirm arrangements. - Build and own the master timeline, floor plans, room allocations and run sheet for each event. - Advise clients with confidence: recommend what works at this venue, say no gracefully, and offer better alternatives. - Coordinate approved external suppliers (photographers, entertainers, florists, AV, facilitators, registrars), confirming arrival times, access, power and requirements. 3. Pre-event readiness - Hold a check-in call with the client 2–4 weeks before the event to confirm final details, absorb changes and give reassurance. - Brief the kitchen, operations and front-of-house teams on the event, including the people dynamics (VIPs, sensitivities, family situations, key moments). - Ensure all documentation, timelines and operational notes are final and distributed before the event week. - Confirm supplier schedules and contingency plans (weather, late arrivals, equipment failure). 4. Event-day delivery - Lead the venue setup and personalisation to the client's instructions, then complete a full presentation inspection of every guest-facing area. - Test all technical elements: music systems, microphones (fresh batteries), AV and lighting. - Welcome the client, key guests and suppliers personally; host registrars, speakers or facilitators. - Run the event to the timeline: cue key moments, give timed warnings (e.g. 15 minutes to service) to client, photographer and Head Chef, and make formal announcements. - Stay visible on the floor, read the room continuously and adjust pace, service or flow as needed. - Check in with the client regularly so they feel looked after without being interrupted. - Resolve issues discreetly before guests notice them. 5. Close and post-event - Oversee the turnaround and transition between event phases (e.g. ceremony to dining, day to evening, session to social). - Secure unused areas of the venue and complete security and handover checks, including paperwork for the Night Porter. - Send a personal thank-you to the client within 48 hours and gather feedback. - Run a short debrief with internal teams: what worked, what didn't, what to change. - Record learnings, supplier performance and client feedback to raise the standard of the next event. Guest experience and emotional intelligence Clients remember how the event made them feel long after they forget the menu. The coordinator is accountable for that feeling and must read and manage people as skilfully as they manage timelines. Pay: £12,000.00-£14,400.00 per year Work Location: In person
Наблюдалась 2026-10-04, впервые 2026-10-02, источник — Indeed.