Event Manager

Job Description

1. Event coordination and production

• Take ownership of every confirmed event at handover from sale to delivery, and manage it end to end against the contracted specification.
• Lead the client handover meeting once the contract is signed and establish the full operational brief.
• Plan and coordinate all elements of the event: floor plans and space configuration, food and beverage service, timings, entertainment, AV and technical production, styling and activities.
• Write, circulate and maintain function sheets (BEOs) to the agreed internal deadlines, and issue amendments promptly as details change.
• Identify equipment, staffing and resource requirements, and secure them ahead of the event.
• Brief and coordinate external suppliers and production partners - AV, entertainment, florists, stylists, security, transport and other external suppliers where applicable.
• Run the pre-event operations meeting with all departments and confirm every team is briefed against the final BEOs.
• Be present on site where required and assigned, oversee set-up, and act as the decision-maker for on-the-day changes.
• Handover client’s assigned point of contact on the day of the event to the operational team and assist where required or needed.

2. CRM, documentation and system compliance

• Maintain all communication with the client via Tripleseat/CRM system in full accordance with our compliance policies.
• Ensure no event proceeds without a signed contract, a finalised BEO and a complete client record in the system.
• Keep account and contact records, event statuses and pipeline stages up to date so group-level reporting is accurate at any moment.
• Apply the agreed naming, tagging and workflow conventions consistently, so other Events Managers can pick up an event file and run it.
• Keep venue content current in the system: event menus, packages, capacities, floor plans, minimum spends, terms and conditions.
• Upload and file all supporting documentation against the event record - supplier quotes, risk assessments, insurance certificates, dietary and allergen records, licences, timings and final invoices.
• Use Tripleseat reporting to track relevant metrics and flag variances to Agata.
• Ensure booking platforms – like Sevenrooms or Opentable have accurate availability against contracted events.

3. Client relationship management

• Analyse client briefs and operational requirements, and translate them into a deliverable plan.
• Act as the client’s main point of contact before, during and after the event.
• Be present to handover the client to the operational team and assist in delivery of the event where and when needed.
• Manage expectations proactively where a request falls outside the contracted scope or the venue’s operational capability.
• Monitor satisfaction, gather structured feedback and handle complaints in line with group service standards.
• Build repeat business through relationship management with agencies, corporate bookers, PAs/EAs and private clients.

4. Reactive sales and revenue growth

• Assist in responding to inbound enquiries within the agreed service-level time frame (4hrs).
• Assist in qualifying enquiries, preparing tailored proposals and quotations in line with commercial policy, and issuing contracts.
• Conduct site visits and show-rounds, and follow up consistently until the enquiry converts or is closed out.
• Upsell throughout the client journey - food and beverage upgrades, extended hire, additional spaces, entertainment, production and full venue privatisation.
• Assist in cross-selling across the London portfolio where a brief is a better fit for another venue, and pass leads on with a complete handover.
• Contribute to monthly and annual revenue targets for the venue and support the group target.
• Work closely with the Agata and Operational team to ensure the offer sold and the experience delivered are consistent.

5. Cross-venue cover and portfolio knowledge

• Maintain current working knowledge of every London venue’s spaces, capacities, menus, packages and price points.
• Be able to provide full cover for another venue’s Events Manager during annual leave, absence and peak periods - including managing live events, client communication and system updates on their behalf.
• Keep event files, notes and BEOs to a standard that allows a colleague to take over at short notice.
• Complete a structured handover before and after any period of cover.
• Contribute to shared group resources: capacity sheets, menu libraries, supplier lists and template documents.

6. Financial and supplier management

• Manage supplier relationships: sourcing, negotiation, quotations, booking and post-event review.
• Monitor deposits, staged payments and pre-payment terms, and chase in line with the payment policy.
• Produce accurate final billing and work with Agata and finance team to ensure timely invoicing and payment collection.
• Support forecasting for the venue, including provisional business, confirmed-on-the-books revenue and expected upsell.

7. Compliance, safety and licensing

• Deliver every event in accordance with the venue’s premises licence, permitted hours, capacity limits and any attached conditions.
• Uphold food safety and allergen requirements, including accurate recording and communication of allergen and dietary information in line with UK food information law.
• Verify supplier documentation before any third party works on site - public liability insurance, relevant licences.
• Handle client and guest data in line with UK GDPR and the group’s data protection policy.
• Ensure all compliance documentation is filed against the event record in Tripleseat and retained for the required period.

8. Post-event

• Conduct post-event debriefs with the client and with internal departments.
• Capture learnings, service failures and improvement actions, and close them out.
• Reconcile the event financially and confirm final revenue.
• Update the client record with feedback, spend history and rebooking intent, and set the follow-up activity for future business.

Qualifications

Skills and Qualifications:
Excellent communication skills, both oral and written
You are known for being proactive, creative, pragmatic, organized,
and responsible
You are familiar with the culture of luxury hospitality and are sensitive to all the codes of this world
With excellent interpersonal skills and a genuine team spirit and willingness to share, you are
a communicator and facilitator
Ability to adapt, take on challenges, and question the status quo in order to meet the needs of a demanding clientele
Customer-oriented without losing sight of achieving ambitious goals
Profile:
Significant experience in a similar position, in the luxury sector or high-end/luxury catering.
Results-oriented and creative in your approach.

Additional Information