Company Description
Black Book Events is a global leader in event management, established with a mission to deliver authentic, honest, and transparent experiences. The company is dedicated to creating epic and unforgettable moments by combining creative vision with a focus on client satisfaction. Known for its core values—authenticity, honesty, and transparency—Black Book Events ensures every process, from planning to execution, reflects these principles. Clients can rely on clear communication, integrity, and a transparent approach to budgeting and event delivery. Black Book Events is driven by the goal of crafting meaningful and memorable occasions for its clients worldwide.
Role Description
Providing support to the whole agency team and servicing all clients’ requirements, including venue finding and dedicated on-site or embedded client support. This role combines agency-wide event coordination with a dedicated client commitment of 2-3 days per week, carrying out any tasks as directed by that client.
Venue Finding
· Research and identify suitable venues based on client requirements, such as location, capacity, amenities, and budget.
· Utilise industry contacts and databases to gather information on potential venues.
· Coordinate site visits and inspections to assess venue suitability and negotiate terms.
· Provide detailed venue proposals to clients, including pricing, availability, and amenities.
· Liaise with venues/contacts to secure bookings and finalise contracts.
· Maintain updated knowledge of local regulations, venue policies, and industry trends.
· Handle logistics related to venue bookings, including transportation, accommodations, and on-site support.
· Resolve any issues or concerns related to venue selection and booking, ensuring client satisfaction.
· Release venues promptly if not required, while maximizing revenue through negotiation of commissions.
· Continuously expand and update the database of potential venues to offer clients a diverse selection of options.
· Collaborate with other team members to ensure seamless integration of venue selection with overall event planning and management.
Client Services
· Oversee the daily operations of key accounts, handling enquiries and administrative tasks efficiently.
· Ensure accuracy and thoroughness in proposals and budgeting.
· Support the team in meeting and surpassing client deadlines.
· Manage email communications and organize relevant information for team collaboration.
· Take ownership of the annual Events Calendar.
· Assist clients with various needs and handle event management administration tasks such as rooming lists, dietary requirements, and travel arrangements.
· Contribute to the development of the social media plan.
Dedicated Client Support
· Work on-site or embedded with a designated client for 2–3 days per week, acting as an extension of their team and their primary point of contact for all event and logistical support.
· Carry out any tasks as directed by the client, including but not limited to: ordering and managing branded merchandise and SWAG, booking couriers and organising deliveries, coordinating internal meetings and hospitality, and managing ad hoc administrative requests.
· Build and maintain a strong working relationship with the dedicated client, proactively anticipating their needs and ensuring a consistently high standard of service.
· Liaise between the client and the wider agency team, ensuring seamless communication and that all client requirements are accurately briefed and delivered.
· Maintain clear records of all client requests, tasks completed, and spend, reporting back to the agency as required.
Team
· Manage the procurement of client and team merchandise.
· Offer support and assistance to colleagues as needed.
Reporting
· Ensure timely allocation of supplier rewards points.
· Manage the Supplier Database and keep the CRM tool up to date.
· Keep enquiry log maintained and up to date
Industry Knowledge
· Attend networking events and trade shows with industry suppliers.
· Coordinate supplier interactions, including appointments and presentations.
· Stay informed about industry trends, conduct additional research when necessary, and keep abreast of product offerings and competitors.
Minimum of 1 year Event agency required.