Team Welcome Ceremonies Event Lead

Rugby World Cup; Sydney; Híbrido; AUD 90.000 - 120.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work model

Descripción de la vacante

Rugby World Cup Australia is seeking a Team Welcome Ceremonies Event Lead for a fixed-term contract based in Sydney. You will manage end-to-end planning and delivery of 24 Team Welcome Ceremonies across seven host cities, coordinating venues, suppliers, budgets, and stakeholder engagement to deliver world-class experiences for teams and fans.

Based in our Sydney CBD office, you will collaborate with multiple teams, travel as required, and support ceremonies from concept through to live delivery,

Formación

• Minimum 3 years’ experience planning and delivering live events, ideally within major sporting events or international programmes.
• Project management expertise with multiple concurrent events, schedules, budgets and deadlines.
• Experience coordinating venues, suppliers, production partners and event-day operations from planning through on-site delivery.
• Strong stakeholder management and communication, with VIPs, dignitaries and external partners.
• Excellent negotiation and collaboration across diverse teams and cultures.

Responsabilidades

• Partner, plan and deliver 24 Team Welcome Ceremonies across seven host cities.
• Translate ceremony concepts into operational plans with schedules, budgets, risk documents and delivery frameworks.
• Coordinate venue selection, readiness, security, accreditation, transport, catering and guest experience.
• Procure and manage suppliers, production partners and contractors throughout the lifecycle.
• Manage ceremony content and production elements: scripts, run sheets, rehearsals, AV and team presentations.
• Lead on-site operations for ceremonies: bump-in, briefings, rehearsals, arrivals, live delivery and bump-out.
• Maintain project reporting, budgets, risk registers, and support workforce deployment with safety and governance.

Conocimientos

Live event planning

Project management

Stakeholder management

Budget management

Vendor coordination

Communication skills

Team leadership

Travel flexibility

Descripción del empleo

Closing date for applications is 16th November 2026

Full-time Fixed Term Contract starting January 2027 until November 2027

Rugby World Cup Australia (RWCA) is proud to deliver one of the world’s most iconic sporting events — Men’s Rugby World Cup 2027. More than a tournament, it’s a celebration of Rugby’s spirit, Australia’s culture, and the power of sport to unite and inspire communities around the world.

Rugby World Cup Australia is seeking a Team Welcome Ceremonies Event Lead to play a key role in the delivery of the Men’s Rugby World Cup 2027. Based in our Sydney CBD office and reporting to the World Rugby, Director of Corporate Events, you will lead the end-to-end planning and delivery of a series of high-profile Team Welcome Ceremonies, managing venue selection, supplier and stakeholder engagement, logistics, budgets, workforce coordination and event-day operations. Working across multiple host cities, you will collaborate closely with teams across Team Services, Security, Marketing and Legal, as well as host city partners, tourism bodies and external suppliers to ensure every event is delivered seamlessly and to a world-class standard.

Working alongside another Event Lead, you will be responsible for creating memorable experiences that officially welcome all 24 participating teams to Australia and mark the beginning of their Rugby World Cup journey. From venue sourcing and concept development through to operational planning and live event delivery, you will oversee every aspect of the ceremony programme, ensuring an exceptional experience for teams, dignitaries, stakeholders, guests and fans. This is a unique opportunity to contribute to one of the world's premier sporting events, delivering meaningful moments that connect communities, celebrate international rugby and showcase Australia on the global stage.

Key responsibilities include but are not limited to:

• Partner, plan and deliver 24 Team Welcome Ceremonies across seven host cities, ensuring a consistent and high-quality experience for teams, stakeholders and fans.
• Translate ceremony concepts into comprehensive operational plans, including schedules, budgets, checklists, risk management documentation and event delivery frameworks.
• Coordinate venue selection and readiness, managing site visits, access requirements, security, accreditation, transport, catering, branding and guest experience arrangements.
• Procure, brief and manage suppliers, production partners and contractors, monitoring performance, deliverables, costs and service standards throughout the event lifecycle.
• Manage ceremony content and production elements, including scripts, run sheets, rehearsals, AV requirements, protocol components and team presentation activities.
• Lead event-day operations for allocated ceremonies, overseeing bump-in, workforce briefings, rehearsals, guest and dignitary arrivals, live delivery, issue resolution and bump-out activities.
• Maintain project reporting, budgets and risk registers, while supporting workforce and volunteer deployment and ensuring compliance with health and safety, accessibility, sustainability and governance requirements.

Qualifications & Experience

• Minimum 3 years’ experience planning and delivering live events, ideally within major sporting events, international events or complex multi-venue programmes.
• Project management expertise, with the ability to manage multiple concurrent events, workstreams, schedules, budgets, risks and competing deadlines.
• Proven experience coordinating venues, suppliers, production partners and event-day operations from planning through to successful on-site delivery.
• Strong stakeholder management and communication skills, with experience working with VIPs, dignitaries, senior leaders, international teams and external partners.
• Excellent negotiation, relationship-building and collaboration skills, with the ability to work effectively across diverse teams, cultures and stakeholder groups.
• Highly organised and detail-oriented, with strong problem-solving capability and the confidence to make sound decisions in fast-paced, high-pressure environments.
• Proficiency in project, budget and event management tools, combined with a creative mindset and the ability to develop engaging experiences that enhance audience and fan engagement.
• Flexibility to travel as required, and willingness to work outside standard business hours, including evenings and weekends, to support activities and tournament delivery.

Why You’ll Love It Here

• Fixed-term contract offering unique exposure to the delivery of a world-class sporting event.
• Flexible ways of working: Enjoy a hybrid work model with four days per week in the office (Monday to Thursday), transitioning to full-time in the office as tournament delivery approaches.
• Prime CBD location: Work from our modern Sydney headquarters opposite Hyde Park, just a short walk from Town Hall Station and surrounded by great cafés, restaurants and public transport options.
• Wellbeing matters: Access weekly fresh fruit, wellbeing initiatives and regular Lunch & Learn sessions designed to support your personal and professional growth.
• Locker room ready: Take advantage of on-site showers, fresh towels and premium Dyson hair tools to help you refresh and recharge throughout the day.
• A connected team culture: Join a collaborative and social workplace with regular team events, celebrations and weekly catch-ups that recognise success and foster connection.
• Be part of something extraordinary: Play a key role in delivering the Men’s Rugby World Cup 2027, one of the world's largest sporting events, and help create a lasting legacy for rugby in Australia.

Australia’s hosting of the Rugby World Cup is a once-in-a-generation opportunity to grow the game, celebrate our people and culture, and deliver lasting social and economic impact. At the heart of our mission is diversity, inclusion, and legacy ensuring Rugby’s growth benefits all and inspires a new generation of players, fans, and communities. Join us in shaping an unforgettable celebration of Rugby, culture, and community.

In setting expectations, there will be a two-stage interview process in the Sydney office.

All applicants need to be able to obtain their own unlimited working rights in Australia. This opportunity does not include a relocation package, so applicants should be prepared to be based in the role location at their own expense.

We do not accept unsolicited CVs from recruitment agencies and no fees will be payable.

Rugby World Cup Australia is committed to building a diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality and inclusion and welcome applications from all individuals, regardless of their background and are happy to provide reasonable accommodations during the recruitment process. We strive to be a diverse and inclusive workplace, which reflects the global sport we want to be and where everyone can be themselves and feel they belong.