Event Manager

Troxy; Greater London; On-site; GBP 32,000 - 45,000; Full time

Job summary

Broadwick, the owner of Troxy, seeks an energetic Operations professional for large-scale live events in East London. You will be the on-site lead, coordinating staff, suppliers and safety compliance from install to derig, ensuring events run to plan and within policy.

You should have at least 2 years in event operations, excel at planning, and maintain excellent client and contractor communication while driving post-event reporting and improvements.

Qualifications

• Minimum of 2 years of event operations experience in large venues.
• Ability to stay calm, work under pressure and solve problems quickly.
• Excellent organisational and planning skills with attention to detail.
• Confidence briefing contractors and suppliers for events.
• Knowledge of health & safety, licensing and pre-event documentation.
• Proficient with MS Word, Outlook and Excel to manage admin and scheduling.

Responsibilities

• Attend site visits pre-contract where necessary.
• Lead logistical planning and handover from sales to operations.
• Prepare and distribute event documentation and staffing plans.
• Coordinate risk assessments, MSAs, schedules and licenses for events.
• Lead on on-site delivery with FOH/BOH, security and suppliers.
• Keep records of incidents, changes and post-event reports.
• Assist in developing internal processes and longer-term internal projects.

Skills

Hands-on

Relationship building

Logistical planning

Customer service

Health and safety

Contract briefing

MS Office

Tools

CRM system

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Contract Type: Full Time, Permanent (42.5 hours per week)

Who we are:

Broadwick is a multifaceted international company with headquarters in London who create, develop, own and operate a diverse portfolio of spaces, events and experiences.

We believe in redefining spaces and how people experience music, art, culture and recreation by breaking down the traditional barriers. Our history and heritage is deeply rooted in music, building a portfolio of 20 global festivals before selling the portfolio in 2019 to focus on our growing portfolio of spaces that includes Printworks London, Depot Mayfield Manchester, Drumsheds, Exhibition White City and Magazine London.

Collectively we strive to push boundaries and disrupt the cultural landscape by combining big thinking, bold ideas and commercial intelligence to produce spaces and experiences for discerning audiences in inspiring locations.

About the Space:

Troxy is a Grade II listed art deco landmark on Commercial Road in East London. Opened in 1933 and restored as one of the capital's most distinctive live entertainment and events venues, it hosts a programme spanning live music, awards ceremonies, conferences, product launches, filming and private hire, welcoming audiences of up to 3,600.

What we're looking for:

This person needs to be incredibly hands‑on and it's important that you are adept at building great relationships as you'll be in day‑to‑day contact with our fantastic clients. You'll also be responsible for ensuring the event runs in line with the space policies on the day so it's essential you have a strong understanding of health & safety and facilities best practice.

What you'll be responsible for:

Operations

• Attending site visits pre-contract where necessary.
• Ensuring the smooth handover of events from the sales to the operations team. Leading on all logistical planning on allocated events to ensure successful delivery.
• Leading on all administrative tasks prior to each event and collecting / collating relevant paperwork and information to distribute to all relevant parties in good time.
• Producing event documentation for approval by the Senior Event Manager, including risk assessments, event management plans and staffing plans.
• Understanding the clients and their suppliers Risk Assessments, Method Statements, schedules, Insurance Certificates and licences to ensure all are in line with the space and their requirements.
• Understanding and implementing the space operational best practice and ensuring these standards are being upheld at all times. Using this to gain quotes from approved suppliers and book staff.
• Leading the operational delivery of allocated events on site from install through to derig, ensuring the event runs to schedule and in line with the agreed plan.
• Directing and coordinating all onsite teams during live events, including FOH, BOH, security, bars, technical and external suppliers.
• Ensuring events are delivered in line with the Premises Licence, conditions of hire and all agreed risk controls, escalating to the Senior Event Manager where standards cannot be met.
• Managing incidents, complaints and operational changes as they arise, recording and reporting these appropriately.
• Delivering the highest level of customer service and being the main onsite contact to manage the running of allocated events.
• Carrying out pre- and post-event inspections, recording damages and discrepancies and supporting any recharge or follow-up.
• Overseeing and managing conversions where required.
• Producing a post-event report and schedule de‑briefs for the internal event team and all relevant suppliers / clients.
• Assisting with the day‑to‑day running of the space.
• Assisting in creating and developing processes and procedures for use internally, by suppliers and clients to ensure that planning and communication between all parties is smooth and effective.
• Assisting the line manager in identifying and leading on longer term internal projects such as building a reliable bank of freelance talent or wider SLAs.

Finance

• Adding all staffing, cleaning and any miscellaneous / on‑event costs to the CRM system and raising POs, client invoices pre and post event within the agreed time frame.
• Receiving all supplier invoices relating to the event and processing them for payment.
• Escalating discrepancies to line manager where resolution needed.
• Supporting the sales team with advising clients regarding operational planning - including appropriate requirements for staffing and cleaning on a case by case basis.
• Working alongside the sales team to reconcile all event jobs post event and update the CRM system accordingly.

Team

• Communicating your training needs and actively participating in your own development in line with your line manager's expectations.
• Supporting the line manager with operations recruitment for the team when required.
• Creating a work environment that aligns with Broadwick values and principles.

Other

• Ensuring we are always committed to best practice and championing the correct processes.
• Carrying out ad hoc duties when required to.

You’ll need to have:

• Minimum of 2 years of event operations experience, ideally in a large scale events venue that hosts public ticketed and private corporate events.
• Ability to keep calm, work under pressure and problem solve quickly.
• Exceptional organisational and planning skills.
• Confidence in briefing contractors and suppliers.
• Knowledge of industry legislations, general event licensing and documentation required pre‑event.
• Confidence in briefing contractors and suppliers.
• An understanding of H&S, compliance and environmental legislation and codes of practice.
• A reasonable level of competency using Microsoft software, particularly Word, Outlook and Excel.
• Self‑motivation in addition to a positive and ‘can‑do' attitude in order to achieve tasks efficiently and to deadlines.
• Good understanding and knowledge of the local event and venue industry.
• Availability to work late nights and weekends as and when required.

Nice to haves: