Major Events Facilitator

Cycling Southland; Bluff; On-site; NZD 70,000 - 90,000; Full time

Job summary

Cycling Southland seeks a Major Events leader to manage and execute key events, including the Tour of Southland. This pivotal role involves stakeholder engagement, sponsorship management, and ensuring the success of events while adhering to safety regulations. The ideal candidate will have significant experience in event management and strong organizational skills.

Qualifications

• Proven experience in senior event management or leadership role.
• Strong organisational, planning, and execution capabilities.
• Familiarity with cycling or sporting environments advantageous.

Responsibilities

• Lead and coordinate the delivery of major events.
• Manage sponsorships and ensure event financial viability.
• Ensure compliance with health and safety regulations.

Skills

Relationship Management

Planning & Organising

Communication

Analysis & Problem Solving

Negotiation

Safety Awareness

Education

Tertiary qualification in event management or marketing

Job description

Position: Major Events
Reporting to: General Manager
Purpose: Lead the planning and delivery of Cycling Southland’s major events — with primary responsibility for the Tour of Southland — to ensure professional execution, stakeholder engagement, and alignment with organisational goals.

Key Relationships:
Cycling Southland team members
Cycling New Zealand
Stadium Southland
Active Southland
Local and regional councils
Key funding agencies
Sponsors and other stakeholders
Cycling Southland members (current, prospective and life)

KEY ACCOUNTABILITIES

Event Management

Lead and coordinate the delivery of Cycling Southland’s major events.

Serve as a primary point of contact for events and related inquiries.

Establish and maintain a robust planning format for all events, covering equipment, volunteer management, marketing, health and safety, traffic and race management, officials, sponsorship, and funding applications.

Ensure risk management practices are embedded in all event planning and delivery.

Liaise effectively with appointed volunteer Event Directors.

Build and maintain strong relationships with volunteers to support ongoing event success.

Maintain accurate records and planning documentation.

Events may include (not limited to and subject to hosting rights):

NZ Track Championships

NZ Road Championships

NZ Criterium Championships

NZ Schools Track and Road Events

South Island Track Championships

Tour Director for Tour of Southland

Plan, manage, and deliver the Tour of Southland with appropriate resourcing, including volunteer recruitment and coordination.

Establish and implement a sustainable volunteer base and annual training plan, ensuring responsibilities are clear and communication is consistent.

Secure and manage sponsorships to support the financial viability of the event.

Prepare and submit funding applications to secure necessary event support.

Collaborate with Cycling New Zealand to meet national requirements.

Liaise with race teams and management to ensure high-level participation and competition.

Drive strong media and community engagement, contributing to promotional strategies.

Ensure road safety and traffic management plans are developed and adhered to.

Oversee the development and implementation of a comprehensive Safety Management Plan.

Manage the Tour of Southland budget in collaboration with the General Manager, ensuring financial discipline and timely reporting.

Maintain timely communication with media, teams, local authorities, volunteers, funders, staff, and sponsors.

Provide comprehensive race reports that include reflections, recommendations, and next steps.

Collaborate closely with the Cycling Southland Club to ensure aligned delivery and representation throughout the Tour.

Development

Assist the Development Officer with programmes and projects as required.

Health and Safety

Comply with Cycling Southland’s Health and Safety policies and relevant legislation (Health and Safety at Work Act 2015).

Take reasonable care of personal health and safety, and the safety of others.

Ensure actions or inactions do not cause harm to self or others.

Identify and report hazards.

Report accidents, incidents, near misses, and hazards promptly to the General Manager.

Additional Duties

Complete other tasks, projects, or responsibilities as delegated by the General Manager.

Support the development of new initiatives and events to increase rider participation and community engagement.

Assist with identified items related to the Memorandums of Understanding (MoUs) with:

Cycling Southland Club

Southland Mountain Biking

Southland BMX

Collaborate with other staff to ensure smooth delivery of operations and events.

Manage the process for the Tunatuna track

Asset Management

Assist in managing Cycling Southland’s assets (bikes, vehicles, event equipment, trailer).

Establish and monitor maintenance schedules to ensure asset readiness.

PERSON SPECIFICATION

1. CORE COMPETENCIES

Relationship Management: Build and sustain effective stakeholder relationships, exercising judgment and foresight.

Planning & Organising: Define clear objectives, assign resources appropriately, and manage timelines effectively.

Communication: Express ideas clearly in both oral and written formats, adapting to audience needs.

Analysis & Problem Solving: Evaluate information critically and make sound, timely decisions.

Negotiation: Navigate competing priorities to achieve mutually beneficial outcomes.

Innovation: Introduce creative and practical solutions to challenges and opportunities.

Delegation: Allocate authority and responsibilities effectively to optimise team capacity.

Safety Awareness: Demonstrate proactive awareness of safety conditions affecting all stakeholders.

Stakeholder Engagement: Maintain trust and collaborative engagement with internal and external parties.

2. QUALIFICATIONS

Tertiary qualification in event management, marketing, or a related discipline (or equivalent experience).

3. KNOWLEDGE, SKILLS & EXPERIENCE

Proven experience in a senior event management or leadership role.

Strong organisational, planning, and execution capabilities.

Familiarity with cycling or sporting environments is advantageous.

4. HOURS OF WORK

Flexibility is essential. Events and responsibilities may occur during weekends or evenings, particularly during peak event periods.

Key Performance Indicators (KPIs)

Successful delivery of events within budget and timeline.

Positive stakeholder and sponsor feedback.

Compliance with safety and risk protocols.

Timely submission of reports and planning documents.

Effective collaboration across staff and partner organisations.

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Your application will include the following questions:

Do you have experience in a role which requires relationship management experience? Which of the following statements best describes your right to work in New Zealand? How many years' experience do you have in event management? How many years' experience do you have as an Event Facilitator? Have you worked in a role which requires a sound understanding of OH&S/WHS? Do you have a current New Zealand driver's licence?

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