Role Overview
The Events Coordinator will play a critical role in shaping the guest experience for both Gumball 3000 Foundation fundraising events and VIP hospitality events throughout the annual rally and wider calendar. You will be responsible for delivering two flagship Foundation events during the rally - the Charity Grid Closure Evening and the Gumball 3000 Foundation Gala Dinner & Auction - as well as additional Foundation activities and events that take place year-round.
Alongside this, you will be responsible for raising the standard of all VIP hospitality experiences on the rally, including managing relationships with 5-star hotel partners and curating bespoke evening dinners, parties, and drinks receptions for our VIPs. This role requires creativity, meticulous logistics, and the ability to deliver world-class experiences under pressure.
You will work closely with and report to the Head of Events and Foundation Coordinator.
Key Responsibilities | Foundation Events
* Lead planning and delivery of all Gumball 3000 Foundation events across the year.
* Deliver the flagship fundraising events on the rally:
* Charity Grid Closure Evening
* Gumball 3000 Foundation Gala Dinner & Auction (in partnership with Christie's or similar partners)
* Develop event concepts, theming, entertainment, and guest flow, ensuring each event is memorable and aligned with brand and fundraising objectives.
* Support with guest registration, donor engagement, auction logistics, and on-site management.
* Assist with management relationships with partners, suppliers, performers, and internal teams.
VIP hospitality | Rally Events
* Coordinate the creation, planning, and execution of all VIP hospitality evenings on the rally route.
* Curate exceptional guest experiences that elevate beyond standard hotel offerings, including:
* Developing themes and mood boards
* Tailoring menus and drink offerings
* Commissioning entertainment and performers
* Creating bespoke branding elements
* Transforming hotel spaces into immersive, memorable environments
* Ensure consistency in quality and creativity across all nights of the rally.
Hotel & Property Management
* Support outreach to luxury hotel partners and properties along the rally route.
* Participate in negotiation and signing of contracts.
* Assist with hotel relationships throughout the planning and execution process, including:
* In-room amenities and welcome gifts
* Branding and signage requirements
* Guest check-in process
* Rooming lists and allocation
* Parking spaces and vehicle display areas
* F+B requirements and dinner preparations
* Ensure all hotel-based dinners and events meet the elevated standards defined by the Events Department.
Operational & Cross-team collaboration
* Work closely with the Head of Events on all creative, logistical, and operational elements.
* Align with Production, Foundation, Client Relations, Partnerships teams to deliver cohesive experiences.
* Manage timelines, budgets, suppliers, and documentation for each event.
* Travel extensively throughout the year and during the rally.