Team Welcome Ceremonies Event Lead (H/F)

Rugby World Cup Australia; Sydney; Hybrid; AUD 100,000 - 150,000; Full time

Benefits offered by this job

Hybrid work model

CBD Sydney office

Wellbeing initiatives

Job summary

Rugby World Cup Australia (RWCA) is delivering the Men’s Rugby World Cup 2027 and seeks a Team Welcome Ceremonies Event Lead to drive end-to-end planning across seven host cities from our Sydney CBD office.

You will lead 24 Team Welcome Ceremonies, manage budgets and suppliers, coordinate with VIPs and international teams, and ensure a world-class experience for players, dignitaries and fans, with a hybrid work arrangement as tournament delivery nears.

Qualifications

• Minimum 3 years’ experience planning and delivering live events.
• Experience with major sporting events or international programmes is preferred.
• Strong stakeholder management and VIP engagement.
• Excellent communication and problem-solving under pressure.
• Willingness to travel and work outside standard hours, including weekends.

Responsibilities

• Lead planning for 24 Team Welcome Ceremonies across seven host cities.
• Translate concepts into operational plans with schedules, budgets, checklists and risk docs.
• Coordinate venue selection, access, security, accreditation and guest experience.
• Procure and manage suppliers, production partners and contractors through the event lifecycle.
• Oversee ceremony content, scripts, run sheets and AV requirements.
• Lead on-site operations including bump-in, rehearsals and dignitary arrivals.
• Maintain project reporting, budgets and risk registers; ensure health, safety and governance compliance.

Skills

Live events

Project management

Stakeholder management

Budgeting and planning

Vendor management

Communication & negotiation

Tools

MS Project

Excel

Budgeting tools

Job description

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.
• 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.