Event Planner Racecourse - Jockey Club

C&E Event Planner & Administrator - Cheltenham Racecourse – The Jockey Club Experiences

£30,000 + excellent benefits including healthcare, wellbeing support, 23 days annual leave + bank holidays, life assurance, meals on duty, and more.

• The primary objective of the role is to provide an effective liaison between the entire sales process and the end customer.
• Through effective administration and customer service techniques.
• Support and coordinate all bookings confirmed by the reactive sales team.
• Finance responsibilities: billing clients for final payments, chasing deposits, managing on‑day expenditure on the CRM system.
• Manage all venue show‑rounds, coordinating and communicating across the venue.
• Proactively upsell and exceed customer expectations after show‑rounds.
• Ensure highest standards of accurate and timely customer, staff and management information.
• Accomplish all sales administration effectively and accurately for seamless handover to the operations team.
• Maximise revenue for the venue through outstanding customer service and development of client, venue and internal relationships.
• Ensure correct invoice and payment processes at venue are adhered to accurately.

• Owner of the BEO/function sheet process on venue and accurate completion for all events.
• Capture all revenue opportunities and work to achieve confirmed business from all opportunities.
• Maintain daily liaison plan with relevant proactive, reactive sales and operational team members.
• Handle all correspondence received via email or telephone.
• Input relevant information correctly within the system for measurement of results in accordance with SOP’s / Levy Signatures.
• Keep the sales team, whether onsite or in Parklands, informed of the guest experience following the event for relevant follow‑up.
• Go‑to person at venue level for sponsors and client requests.
• Operate safely and securely all operational activities on behalf of stakeholders.
• Apply all legislative and venue operational procedures and standards to provide a consistent and safe service for employees and customers.
• Always be polite, professional and friendly with customers, clients and colleagues.
• Pursue opportunities to develop our service.
• Encourage continuous improvement and innovation; seek ways to improve work activities and promote efficiencies.
• Assist colleagues willingly and positively, including assisting with other duties as required.
• Attend relevant training sessions and meetings.
• Promote venue facilities and maintain a positive company image.
• If relevant, manage the client online booking tool and the client account/bookings with the ops team.

• Know and meet legal and company requirements for fire, safety, health and hygiene.
• Report health and safety issues to your line manager, including all accidents and near misses.
• Promote good safety habits and methods of work.
• Co‑ordinate commercial, corporate and private conferences and events.
• Attend the weekly operation meeting and hold collation of completed work orders, floor plans and monthly schedules for the operational C&E meeting.
• Book miscellaneous event requirements and raise purchase orders.
• Provide administrative support to the operations department including producing signage, event menus, table plans, place cards, etc.
• Provide relevant and pertinent information to the accounts team in a timely manner.
• Collect deposit payments and ensure they are within the new payment plans and Terms and Conditions.

• Competitive salary with bonus and full company benefits.
• 23 days’ annual leave plus bank holidays, birthday off, and a holiday purchase scheme.
• Healthcare & wellbeing:
  Aviva Digicare, Medicash (dental, optical, therapy treatments).
• Mental health support: 24/7 Employee Assistance Programme.
• Family benefits:
  Enhanced maternity, paternity and adoption leave. Additional leave after returning from maternity leave, day off for baby’s first birthday, enhanced family leave.
• Perks & discounts:
  Shopping, entertainment and travel discounts, 20 % off Nuffield Health, 10 % off Pure Gym memberships.
• Financial wellbeing:
  Pension scheme, Life Assurance, preferred rates on salary…