Event Experience Coordinator

SailGP; Greater London; Hybrid; GBP 28,000 - 40,000; Full time

Job summary

SailGP is seeking an organised Event Experience Coordinator to support planning and delivery of on-site activations across the SailGP Race Stadiums and the Paddock. You will manage guest management systems, invitations and communications, ensuring experiences meet the highest standards.

The role requires strong administration, cross-functional collaboration and the ability to work in a fast-paced, international sporting environment. London-based, on-site with international travel as needed.

Qualifications

• Highly organized with strong attention to detail and ability to manage multiple workstreams.
• Proven project coordination and cross-functional collaboration skills.
• Excellent communication with senior stakeholders and across teams.
• Adaptable, proactive and solutions-focused in fast-paced live events.
• Experience in events, hospitality or guest experience coordination.
• Willingness to travel internationally for events.

Responsibilities

• Coordinate planning and delivery of activations across Race Stadiums and the Paddock with internal teams and partners.
• Manage activation briefs, trackers, schedules and documentation; ensure deadlines are met.
• Lead on-site activation coordination and support the Experience team and Operations Leads.
• Monitor guest enquiries via the inbox and coordinate with teams to resolve queries.
• Manage Guest Management System data, invitations and reporting for events including Adrenaline Lounge.
• Create content and assets for Guest Portal and Partner Hub; liaise on guest requests with stakeholders.
• Maintain trackers, run sheets and post-event feedback to drive improvements.

Skills

Highly organized

Attention to detail

Project coordination

Stakeholder management

Communication

Adaptability

Problem solving

Team player

Willingness to travel

Job description

About

The Rolex SailGP Championship is the most exciting racing on water, where anything can happen in short, adrenaline-fueled battles between national teams at iconic stadium destinations worldwide. Top athletes fly in identical high-tech F50 catamarans faster than the wind, at speeds approaching 60mph. Founded in 2018, SailGP is one of the world’s fastest-growing sports and entertainment properties, now in its fifth season. SailGP is a global organisation with defined values that shape the culture of its team – deliver quality, break boundaries, make an impact, stand together and strike a balance.

Summary

SailGP is looking for an organised, proactive and detail-focused Event Experience Coordinator to support the planning and delivery of experiences across the SailGP Race Stadium and the Paddock (SailGP’s team / technical site).

You will coordinate exciting on site activations, manage our Guest Management System and provide administrative support across the Experience team to ensure all guest experiences are well planned, communicated and delivered to the highest standard.

This opportunity is ideal for an agile coordinator who thrives under pressure, communicates effortlessly across cross-functional teams and stakeholders, and excels in a fast-paced, international sporting environment.

Key Responsibilities

Race Stadium & Paddock Activations

• Coordinate the planning and delivery of commercial activations across SailGP Race Stadiums and the Paddock, working closely with the Event Experience Lead, Partnerships Department, and SailGP Teams.
• Manage activation briefs, trackers, schedules, actions and supporting documentation, ensuring requirements and deadlines are clear and followed through.
• Work with internal departments, partners, event stakeholders, suppliers and agencies to ensure activation requirements are aligned and delivered.
• Lead the on-site coordination of activations, supporting the wider Experience team and Operations Leads as required.
• Monitor and manage the customer facing inbox, responding to guest enquiries and coordinating with relevant teams to resolve queries.
• Identify and escalation risks, gaps or conflicting requirements and help find practical solutions.
• Capture feedback and key learnings following events to improve future activations.

Guest Management

• Manage events and guest information within the Guest Management System, including guest lists, ticket allocations, portal content and communications.
• Manage guest invitations, confirmations, data and reporting for Adrenaline Lounge and other Experience events.
• Work with the Design and Partnerships department to create, upload and manage relevant content and assets across the Guest Portal and Partner Hub, including Save the Dates, invitations and guest information packs.
• Liaise with internal departments including Partnerships, Team Services, local event teams and Senior Management to manage guest requests and allocations.

Experience Administration & Operations

• Maintain accurate project trackers, action logs, schedules, run sheets and event documentation.
• Keep information, deadlines and actions on track across multiple events and workstreams.
• Efficient inbox management and order processing
• Support purchase orders, invoices, budget tracking and supplier administration.
• Prepare activation briefs, presentations, event guides and operational documents.
• Support event planning and delivery, including capacity, scheduling, access and operational requirements.
• Provide on-site support during event build and live days across the Race Stadium and the Paddock.
• Support post-event administration, including feedback, reporting and updating records.

Key Skills & Experience

• Highly organised, with excellent attention to detail and the ability to manage multiple workstreams and deadlines.
• Strong administration and project coordination skills, with confidence managing trackers, guest data and event documentation.
• Excellent communication and stakeholder management skills, with the confidence to lead meetings, manage conversations and present updates to senior stakeholders across the business.
• Adaptable and flexible, with a willingness to respond to changing priorities and take on new responsibilities as the needs of the Experience team evolve.
• Proactive and solutions-focused, with the ability to identify issues and take ownership of resolving them.
• Comfortable working in a fast-paced, live event environment where priorities can change quickly.
• Comfortable learning and managing new systems and processes, including guest management and ticketing platforms.
• Collaborative team player who can build effective relationships across a wide range of internal and external stakeholders.
• Experience in events, hospitality, guest experience, commercial activations or a similar coordination role.
• Willingness to travel internationally

Location

LondonHQ - Kensington