Reports to: Head of Events

Job Purpose:

This role will take the lead on operation delivery and event management for commercial and internal events, including commercial filming and photo shoots, within Royal Museums Greenwich (RMG) – a UNESCO World Heritage site consisting of five world class venues; (National Maritime Museum, Cutty Sark, Royal Observatory, Peter Harrison Planetarium, Queen’s House). Delivering over 100 events a year, this role requires experience in dealing with high profile corporate, private and experiential clients. 

The Event Manager will work closely with the Head of Events, establishing efficient systems and strategies to ensure the smooth running of RMG venues whilst optimising business, delivering against targets and managing the events team and external caterers and suppliers.

Key responsibilities:

• To provide event expertise; consolidating an event brief with multiple stakeholders, full event production, through to event delivery across all RMG venues including the grounds.
• To line manage two event planners; regular 1:1 meetings monitoring performance and identifying training requirements.
• To ensure that all events held at RMG are delivered to the highest standard in terms of customer service, legal, health and safety and conservation requirements.
• To support the sales team to achieve income targets through add on sales, exceptional event delivery, encouraging repeat business and cultivation of supplier relationships.
• To work closely with catering, retail and other commercial teams to maximise income generating opportunities during events.
• To identify and recommend cost saving initiatives to increase event profit margins.
• To liaise and consult (where necessary) with partners from the Royal Borough of Greenwich, Old Royal Naval College, Greenwich & Docklands Festival, London Marathon events and the emergency services.
• To maintain effective liaison with the Museum’s technical and electrical teams to ensure adequate staffing and coordination of resources for each event.
• To maintain a detailed written record of events operational procedures for RMG events including outdoor public events.
• To develop a client feedback and reporting process to support promotional activity and improve customer service levels.
• To ensure balance invoices are raised and paid in accordance with RMG’s procedures.
• To conduct production site visits of the venues with clients and events suppliers.
• To be responsible for ensuring risk assessments and method statements for caterers, production companies and florists are supplied as required.
• To regularly report on the operational performance of events suppliers and contribute to the annual KPI review process.
• To chair the weekly museum wide Events Operations Meeting.
• To produce and communicate schedules for every event.
• To support delivery of internal Director/Trustee and Development events.

Skills and experience:

Essential

• Demonstrable event management and planning experience (5 years+), organising large scale and complex events within an historic site or unique venue.
• In depth knowledge of working with risk assessments and method statements including an understanding of licensing conditions and restrictions.

• Strong relationship and stakeholder management skills as this role will be a key liaison for senior internal staff, VIPs and high profile corporate and private clients.

• An excellent and confident communicator who enjoys working to and meeting short deadlines.
• Ability to work both independently and as part of a team, with proven examples of prioritising workload when working on multiple events.
• Ability to remain calm and focused when under pressure and to foster this within the wider team.
• Demonstrable commitment to providing a high level of customer service.
• A flexible approach and mind-set with the ability to work outside of regular hours, including weekends.
• An excellent eye for detail, with the ability to push the boundaries and contribute new ideas.
• Experienced user of the following IT software – MS Excel, Word and Outlook.

Desirable

• Experience in using Event Software Packages (Priava preferred) and Visio or CAD site plans software.
• Technical understanding of audio visual systems, lighting and staging rigs.
• Personal license holder.

Terms and conditions

Your core hours of work will be 36 hours per week net (i.e. excluding 1 hour per day in rest breaks), Monday to Friday but can include evenings and weekends depending on operations and requirements.