Events co-ordinator job opportunity at Love Yeovil
Released On 21st Mar 2024
Job title: Events co-ordinator
Place of work: From home/Flexible
Salary: Negotiable. Self employed basic. Hours to be invoiced on a monthly basis in arrears.
Hours of work: 10-20 hours per week including some evening and weekends (flexible working arrangements) intially for 12 months contract with potential to extend. 22 days holiday per annum.
Reports to: Love Yeovil Project Manager
Financial responsibilities: Love Yeovil Budgets
Background:
Love Yeovil CIC has been around for a number of years now and recently became a CIC. Love Yeovil started as a promotion by the Western Gazette as a way to market the town positively, from its humble roots Love Yeovil CIC has grown into a force for good, still with the focus of promoting the town positively to both those who live here and a wider audience.
Love Yeovil is responsible for organising many of the town centre events, such as the Christmas Light Switch On, and working with partner organisations who want to host events in the town centre to enable them to do so safely. We want a vibrant, interactive and well loved and used town centre, we work with many community groups, charities and businesses to ensure Yeovil is a great place to live and work for all.
Main purpose of the job:
To manage and co-ordinate events within Yeovil town centre on behalf of Love Yeovil CIC and to develop and manage associated promotion of these events with the marketing team. To seek funding opportunities for events, maximise income for Love Yeovil CIC via the Love Yeovil website/social media channels. Some training will be available dependant on candidate experience and operational requirements.
Summary of responsibilities and duties of the job: • To act as a point of contact for the Love Yeovil CIC
• To organise and administer management and stakeholder meetings and annual general meetings.
• Work with Project Manager to ensure the events and marketing activities remain current and relevant in delivering their objectives.
• Research and identify new event opportunities that drive up footfall for the town centre.
• To take a leading role in managing and co-ordinating existing events including but not limited to Christmas Switch On, Lantern Parade and Yeovil Together
• Manage and co-ordinate new events in the town centre. • Work with stakeholders and community groups to facilitate additional events in the town.
• Be available to work on occasional weekends and evenings when events take place and act as the Event Manager (when Project Manager is unavailable) ensuring the smooth running of all associated activities.
• Produce detailed proposals for events (e.g. timelines, venues, budgets, staffing, measurable benefits to the town centre etc.)
• Ensure insurance, legal, GDPR, health and safety obligations are adhered to.
• Be responsible for creating work plans and schedules for events, including promotional material, assigning tasks, co-ordinate activities, production of risk assessments and collate performance measure evidence.
• To create and administrate content for website and social media channels for marketing team to use.
• Research local community events and activities, when required, contact organisers to offer marketing opportunities via Love Yeovil.
• Produce draft press releases for events and present them to the Project Manager or seek approval from the nominated members.
• Manage and maintain associated data bases of members/performers/businesses all in association with GDPR compliance.
• Effectively communicate with key stakeholders and businesses where an event may impact on those individuals or organisations.
• Be responsible for ensuring all events are effectively staffed with volunteers or paid staff and that they are fully briefed and qualified for their roles. Manage volunteers and staff throughout.
• Ensure relevant checks are carried out to ensure all those involved in an event are properly insured and able to work with the participants eg children, especially around safeguarding.
• Effectively liaise with key services to ensure smooth running of the events, for example the Police and that statutory obligations are fully met and relevant licences are in place.
• Administer temporary road closures where required.
• Manage all budgets in association with events and marketing
• Be proficient with the use of computer packages from the Microsoft office suite, also have some experience in working with social media platforms including Facebook, Instagram, TikTok and X.
• Provide post evaluation data and produce reports to Project Manager and key stakeholders.
• Carry out any other duties commensurate with the role
Personal Specification
Required professional and educational qualifications:
Excellent written English and oral communication skills are required along with sound numerical skills. Qualifications in English and Maths to GCSE level or equivalent are desirable.
Relevant events management are desirable or good practical knowledge in these fields.
Knowledge and experience
This post requires a demonstrable level of experience in the successful delivery of events and projects. You must have good experience in partnership working and have some working knowledge of seeking funding via sponsors or grant funding for projects and events. You must also have some experience recording minutes for meetings and in preparing project update reports and presenting to a working group or committee. Safety is key to any event therefore you must be able to demonstrate dealing with risk through safety plans and carrying out risk assessments.
The post holder must demonstrate some experience in leading small teams in the delivery of an event or project. Management of financial budgets is also essential to this role.
Knowledge of local government procedures and statutory requirements in relation to public events is desirable.
Knowledge and experience of social media platforms and how they function as part of a wider media plan is desirable. Any experienced gained with website content management would be welcome. The post holder must have experience in the use of computer packages including; Microsoft Office, producing documents and managing data bases.
Key Skills
Skills required for this post include excellent; people, communication, influencing, organisational, motivational and negotiating skills. The post requires a flair for project delivery and self-motivation and the ability to prioritise and meet deadlines.
The ability to think creatively, to work under pressure and be able to make decisions quickly, especially during an event where difficult situations arise is critically important.
Leadership and team working skills and instilling confidence in a team are also important to a smooth running event where you are in overall control. You must be comfortable in dealing with the public and senior figures in partner organisations and you must also be able to take instruction from the Project Manager and senior officials when necessary.
Application Process
To apply please send a covering letter and your CV to alice.edmonds@outlook.com by 26th April 2024 please.
If you’d like to have an informal chat about the role or have more questions then please contact Project Manager Alice Edmonds on 07946 378 203
