Conference and Events Co-ordinator

Competitive | Manchester | 37.5 hours

The position is a temporary fixed term contract to cover maternity leave and will last 9 – 12 months. 


Title:                   Conference & Events Coordinator

Department:      Conference and Events

Reporting to:     Conference and Events Sales Manager

SMG Europe is the operating company responsible for managing The Bridgewater Hall and contracted by Manchester City Council. As operators of the Hall, SMG Europe is committed to creating a diverse programme of outstanding music and events for the ten million people who live near the Hall. We are in the business of creating a complete and positive experience for our customers from the moment they become aware of us to the time they recount the visit to others.  Each SMG Europe employee carries the responsibility for maintaining these high standards.


To support the Conference and Events Team by providing a first response to all booking enquiries for The Bridgewater Hall.  To contribute to administrative process, including contracting and invoicing for the department, and prepare event sheets by liaising with clients, suppliers and internal departments. To be a central point of contact for conference and event clients throughout the planning process and on the event day.

Main areas of responsibility

1. Deal with incoming enquiries via all media (telephone, e-mail and walk-in) accordingly, and conduct sales and familiarisation visits with prospective clients.
2. In conjunction with other teams, to use the Event Booking diary system to ascertain room availability and compatability with other events.
3. To prepare persuasive event proposals and manage any further negotiation and development for Conference & Event bookings, aiming to convert enquiries and provisional bookings to confirmed business.
4. To work closely with the Conference & Events Sales Manager and Deputy Conference & Events Manager, to ensure effective management of the Hall’s diary.
5. To ensure the effective communication of client requirements to all relevant internal departments and service providers, including the production of weekly event schedules and all updates.
6. To prepare event contracts, invoices and purchase orders for Conference & Events department.
7. To contribute to the updating and maintenance of reports within the Conference & Events department.
8. To collate, analyse and respond to Conference & Events evaluation forms and concerns.
9. To assist with maintaining and updating all Conference & Events information on The Bridgewater Hall website and social media accounts.
10. To support event organisers on the event day, providing a central point of contact and ensuring effective communication with all operational teams.
11. To attend and exhibit at industry exhibitions and attend relevant networking events to raise the profile of the Hall
12. To attend the monthly Health and Safety meeting to represent the Conference and Events team and feedback to the team accordingly
13. To carry out any other training or duties assigned by the Conference and Events Sales Manager.

Person Specification

The successful candidate will be able to demonstrate the following:

1. A good understanding of the practical requirements of event organisation
2. A confident and calm approach when liaising with event organisers
3. Excellent attention to detail
4. Excellent time management skills
5. Excellent administrative skills
6. Examples of self motivation and ability to work on own initiative
7. The ability to collect information thoroughly and to strict deadlines
8. Good negotiation and communication skills
9. Excellent written, telephone and interpersonal skills
10. Experience of providing excellent customer care
11. A proven ability to work within a team environment
12. The ability to use Microsoft Office tools including Word and Excel
13. Experience of building and sustaining good working relationships.
14. Smart appearance and good presentation

The following attributes would be advantageous:

1. Knowledge in the use of a variety of different types of audio visual equipment
2. Experience of using Event Booking, the central diary system used at The Bridgewater Hall
3. An understanding of the Health and Safety issues related to event management


General Information

The requirements of the business are such that a high degree of flexibility is necessary and therefore some evening and weekend work will be required.

To comply with changes in the Legislation covering the activities of SMG Europe, it is required that all staff undertakes training as directed by their line manager or the Chief Executive.  It is also essential that all staff carry out their duties in a safe manner in accordance with the current Health & Safety at work legislation.


How to apply

If you can see yourself in this exciting and challenging role within one of the world’s top 10 concert halls (Guardian Newspaper 2010) then please send your application addressing the minimum qualifications by downloading and completing the Application Form and the Diversity Monitoring Form, along with a covering letter to:

Closing date for applications – March 23rd 2018

Closing date: 23 Mar 2018