Start Date: Immediate
Contract Length: 10-12 months
Role Overview:
We are looking for an Events Manager (Maternity Cover) to lead the operation and programming at our client's London Head Offices, delivering a diverse and impactful schedule of events in collaboration with their internal teams and external partners.
* Produce approximately 40 small to large experiential briefings and activations in the event space, in partnership with the Experiences, PR and Product Marketing teams.
* Events will take place throughout 2025/2026 and include events such as:
* Small scale events – 1:1 product briefings, home cinema experiences, software demos for up to 10 guests.
* Medium scale events – Creative workshops, interactive product demos, software demos activations for up to 20 guests.
* Large scale events – exhibitions, album launches, Executive hosted receptions/parties.
* Manage day to day operations, working directly with business, client and operations teams.
* Support their team to drive efficient, yet effective and impactful programming.
* Work on-site in their event space and at their Battersea offices as needed for planning and organisational meetings.
* Manage key internal partnerships with business (Corp Comms); internal client (PM, Buzz, Marketing); Facilities, in-house catering, Real Estate, Security, EH&S.
* Create, own, and manage work-back schedules ensuring project milestones are met.
Role Details
You will manage the following areas of planning, with the support of Polar Black Events team:
* Programme scheduling, including set-up, rehearsal, live event days and operational maintenance.
* Programming management and staffing.
* Lighting and technical configurations, with outsourced production if required.
* Event and/or spatial design and arrangement if required, including but not limited to furniture, ambiance and music, consideration for guest photography.
* Event catering planning, oversight and management, in partnership with in-house caterers or third party.
* Invite and guest list management.
* Guest experience/flow design and planning.
* Creative production of invites, signage, photo backdrops as required.
* Management of annual, semi-annual or event to event refresh of art or furniture as required over time.
* Provision of Front of House staffing.
* Management of staffing lists and working credentials.
* Staff training and briefing.
* Occupancy management (in coordination with the facilities and security)
* Producing and displaying signage in client approved format.
* Staff uniforms, dress code or attire if required.
* Parking and valet arrangements.
* Contingency arrangements for inclement weather.
* Maintaining client confidentiality.
* Partner to utilise client approved tools, systems and software
* Event reportage and reporting summaries
Health & Safety
You will be responsible for planning and management of general health and safety compliance:
* Communication of event emergency plans including first aid arrangements, drafting and distribution of production schedules and run of show documents (where required).
* Accessibility management.
* Ensure all event operations are planned, managed, and operated safely in accordance with EH&S guidance.
* Collate vendor safety documentation and certificate of insurance as required.
* Ensure compliance with permit conditions and local ordinances if needed.
* Report all incidents and accidents.
Budgeting:
You will be responsible for all contracting and payment of third-party partners working on their events in support of this scope including fixed event costs as pass-through expenses
You will be responsible for gathering quotes from vendors, building event budgets, and maintaining budget throughout event life cycle:
* Pre-Event Budget
* Event Budget
* Final Event Budget
You will be responsible for maintaining record of all actual costs and generating PO’s.
Ideal Candidate
* At least 5 years’ experience in Event Production & Logistics
* Positive and adaptable approach to problem solving.
* Experience of working in house at a venue and/or client, as well as agency side is preferred.
* Efficient, organised and able to juggle multiple projects at once.
* Confident managing various in-house work streams and liaising with multiple stakeholders.
* Skilled in Project Management - including timeline, budget and programme management.
* Confident in decision making and working independently.
* Good knowledge of production - construction, materials & finishes.
* Good network of industry partners and vendors.
* Excellent interpersonal skills, a team player, with a positive ‘yes can do’ attitude.
* Proficient use of Apple / Mac products is essential.
* Aptitude to maintain absolute confidentiality and discretion is paramount.
Package
* Salary to be discussed
* Bonus – discretionary, based on company annual results and personal performance
* Annual leave – 20 days + bank holidays. Birthday is given as a holiday day and is not included in the 20 days allowance.
* Pension contribution – employer contribution of 3% of qualifying earnings & employee contribution of 5%
* Commission on new business – 10% net profit for new client acquisition
* Work laptop and phone provided