Job Description
ROLE: Events Supervisor, Bombay Sapphire Distillery
LOCATION: Laverstoke, UK
REPORTING LINE: Experiential Manager
WHAT DOES AN EVENTS SUPERVISOR DO?
The Events Supervisor is an integral part of the Events Team. Key focus of this role is the co-ordination and execution of a full range of ad-hoc and scheduled events within a customer facing and retail business. As part of the Duty Manager team, you will support the operational delivery of events, as well as scheduled tours and experiences.
You will work alongside the Business Development coordinator to promote and convert events, liaising directly with corporate and private customers, event agents, and corporate partners, using internal and external platforms for lead generation, enquiry handling, and conversion. You will also contribute to the overall sales and marketing strategy for the events business.
ABOUT YOU
You will be passionate about delivering exceptional customer service. You will be a team player who can adapt your way of working depending on the visitor requirements. You should have exceptional organisational and sales skills that allow you to share your passion for our product with all our consumers.
RESPONSIBILITIES - WITH OUR CONSUMERS AT THE HEART YOUR KEY FOCUS WILL BE
KEY ACCOUNTABILITIES AND RESPONSIBILITIES
Event Coordination
- Support the delivery of the Event business plans under the direction of the Experiential Manager, supporting and contributing to the events strategies for the Brand Home.
- Ensure the necessary organisation and planning of events is undertaken and shared as required with the wider team, including calendar entries, staffing requirements, external suppliers (e.g. Caterers), compliance permits and paperwork, and general event details (including but not limited to: room layout, menus, drink options, timings, AV, stock)
- Monitoring and working within client event budgets once initial event booking budget has been finalized.
- Liaise with management, Brand home, and Operations team to ensure seamless event coordination of both scheduled and ad-hoc events.
- Ensure effective staffing of events utilizing the distillery team and agency staff where necessary
- Responding to event enquiries in an efficient, timely and professional manner to coordinate the conversion of enquiries/leads into event bookings, working within client budgets whilst delivering profitability and ensuring contracts are agreed and signed, and payments owed are reconciled in a timely manner.
- Sourcing and contracting of event agencies, suppliers and ad-hoc contractors.
- Resolving issues, problems or complaints from the client or their guests in line with policy and in a calm and positive manner.
- Ensuring that setup of chairs, tables, stages, decorations, or other equipment is in accordance with client requirements and with safety standards and regulations.
- Working with catering partners to ensure quality of food, drink, and service in accordance with Bombay Sapphire brand standards and event terms.
- Supervision of each event or ensuring that events are suitably supervised in your absence.
- Book and liaise with external suppliers, communicating any special requirements.
- Ensure that we have all correct documentation from external suppliers including risk assessments and method statements in advance of all events and ensure that all Health & Safety regulations are followed such as Permits and Inductions.
- Ensure all food hygiene and HACCP compliance is maintained and adhered to both from Internal and External Catering. Compile and send confirmation packs to clients. This will include itineraries and details of our T&Cs (including Social Responsibility, Noise Management and Terms of Hire)
- Create a running order and checklist for larger events.
- Greeting guests on arrival and ensuring any last-minute changes are communicated appropriately.
- Monitoring service levels/quality standards of all external staff, catering, and equipment as well as Bombay Sapphire Distillery employees to ensure level of service matches the brand.
- Feedback on levels of service as appropriate both internally and externally.
- Managing events inventory to ensure adequate supplies for all event types.
Sales
- Contribute to the development of new event ideas and formats to drive new business and revenue.
- Assisting Business Development Co-Ordinator with ad-hoc event sales work.
- Creation of associated promotional and event marketing material where appropriate.
- Contribute into the sales and marketing strategy for events.
- Following up on leads and proactively promoting and selling the Distillery as a Venue for events. Maintaining an excellent conversion rating and seeking ways to improve this.
Administration
- Creating accounts and updating event management software/CRM, ensuring information is up to date and there is obvious business continuity.
- Cost-management with client and payment processing in conjunction with the Administrator.
- Input and update event information and produce event reports through management software system.
- Input into quarterly meetings as requested by the Operations Manager or Events Manager.
- Distribute, feed into, and monitor feedback system for all events.
- Compile and send out confirmation packs and other collateral or media as required to confirmed clients.
Staff Coordination
- Working with Department Managers to coordinate regular and temporary event staff from within the current distillery staff.
- On-site management of event staff, contractors, and agencies for each event.
General duties
- Contribute to the ongoing site development plan – assisting with any capex developments relating to Events.
- Represent the BH at trade events, local sponsorship/community events and other offsite events requiring brand presence, where required
- Contribute to the implementation of the site marketing strategy with an event focus.
- Be part of the Duty manager rota to be responsible for the running of site on rotation to include evenings and weekends
- To advise and assist colleagues and managers with the organisation and smooth operation of any functions or events taking place within the business.
- To build and maintain relationships with key stakeholders of the Company including any agencies with whom we work.
- Maintain a smart appearance, with good personal presentation and conduct.
- To do any other reasonable duty as required by the Management Team, in accordance with the needs of the business.
- Must be prepared to work flexible hours according to the business requirements, including evenings, weekends and public holidays.