Event manager

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 clients 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 clients 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 venues 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 venues spaces capacities menus packages and price points.
• Be able to provide full cover for another venues 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 venues premises licence permitted hours capacity limits and any attached…