Corporate Events & Sponsorship Co-ordinator
Maternity Cover
Job Description
Main Purpose of the Post
To assist the Corporate Events & Sponsorship Manager in the development of the
Arches as a venue for corporate hospitality. To research, source and liaise with
potential new and current sponsors as agreed with the Corporate Events &
Sponsorship Manager.
Main Duties of the Post
1. Administration of corporate and private hire enquiries including receiving sales
calls, advising potential clients of availability and fulfilling client information
requirements with printed sales materials
2. Preparation of quotations and pitches for potential clients within 24 hours
3. Encouraging clients to visit the venue and setting sales appointments and
conducting sales visits with potential clients
4. Following up sales visits and pitches in order to convert potential clients to
confirmed and contracted status and maximise all sales opportunities
5. Liaising with the client to acquire all information for the event and providing the
client with full and updated quotations
6. Co-ordinate events from initial ideas through to staging of events and the
preparation of contracts & invoices
7. Co-ordinate in-house and external suppliers to provide all information for the
event and raise purchase orders in a timely manner
8. On the day of the event provide client contact and ensure all arrangements are
met and contracted obligations are fulfilled
9. Prepare the room in line with Client’s requirements prior to event and help
breakdown event .i.e. set linen out on each table, dress tables
10. Research of the business tourism marketplace in Glasgow from a buyers
perspective and networking with other unique venues in Glasgow to compare
facilities and price structure
11. Assist in the collating of all market research returns and feedback forms
Updated July 2014
12. To work with the Corporate Events & Sponsorship Manager in researching,
identifying and sourcing new sponsorship leads
13. Assisting in the preparation of sponsorship proposals and correspondence
14. To liaise and build relationships with existing and new sponsors and promoting
the Arches where possible at networking events
15. Assist the Corporate Events and Sponsorship Manager with building relationships
with existing sponsors and assist in sourcing new sponsors in line with The
Arches sponsorship strategy
16. Assist the Corporate Events and Sponsorship Manager in setting the annual
Corporate Events and Sponsorship budgets with the Executive Director and
Finance Manager
17. Monitoring and keeping up to date status records of confirmed and provisional
bookings, as well as conversion analysis of sales visits to confirmed events
18. Monitoring and keeping up to date records of financial status, including targets for
income and expenditure against budgeted profit
19. Ensuring annual budgetary targets are met by maximising turnover against cost
control.
20. To represent the Arches in a professional way at all times
21. Any other reasonable duties as required by the Corporate Events & Sponsorship
Manager for the smooth running of the Corporate Events department
Health & Safety
15. You should make yourself familiar with our Health and Safety Policy and your
own health and safety duties and responsibilities, as in the Health and Safety
Employee Handbook.
16. You must not take any action that could threaten the health or safety of yourself,
other employees, customers or members of the public.
22. You should check with your manager which Health and Safety responsibilities
are delegated to you in his/her absence, so that you are fully informed and
competent when carrying them out.
23. You must ensure before being absent that your Health and Safety
responsibilities are delegated to a competent person.
24. Protective clothing and other equipment which may be issued for your protection
because of the nature of your job must be worn and used at all appropriate
times. Failure to do so could be a contravention of your health and safety
responsibilities. Once issued, this protective wear/equipment is your
responsibility.
25. You should report all accidents and injuries at work, no matter how minor, in the
accident book.
Updated July 2014
Hours Worked
24 hours per week with flexibility to work scheduled office hours as well as event
days, including occasional evening and weekend events as appropriate.
Position in the Organisation
This post will report to the Corporate Events & Sponsorship Manager
Salary Scale
£17,000 - £19,000 (pro-rata)
This list of responsibilities is not exhaustive and may be reviewed from time to
time and the Corporate Events and Sponsorship Co-Ordinator may be required
to perform duties outside of this as operationally required and at the discretion
of the Corporate Events and Sponsorship Manager.
Updated July 2014
Person Specification
Corporate Events and Sponsorship Co-ordinator (Maternity Cover)
Applicants will need to demonstrate in their application form that they
possess the skills, knowledge and experience detailed below
Specific Skills, Experience, Knowledge:
Minimum two years experience of working in
the meetings and hospitality industry, Essential
preferably in a sales role
Tested by
Application
form
Interview
Minimum two years experience of the design,
planning and delivery of a variety of corporate
events
Essential
Application
form
Interview
Essential
Application
form
Interview
Excellent organisational and diary management
Essential
skills
Application
form
Interview
Strong communication and networking skills
Essential
Application
form
Interview
Excellent negotiation skills
Desirable
Application
form
Interview
Demonstrable pro-activity in sales approach
Desirable
Application
form
Interview
Essential
Application
form
Interview
Essential
Application
form
Interview
Fluent in MS Windows software package
Desirable
Application
form
Interview
Excellent presentation skills
Essential
Application
form
Interview
Co-ordination and administration within an office
environment
Must be able to multi task and work well under
pressure
Understanding of financial reporting
Updated July 2014
Demonstrable ability to use ones initiative as
Essential
well as be an effective team member
Essential
A flexible approach to work
An understanding of and commitment to equal
Desirable
opportunities
Essential
Self-motivated
Demonstrable knowledge of the
Conference and Association market
Glasgow
Desirable
Application
form
Interview
Application
form
Interview
Application
form
Interview
Application
form
Interview
Application
form
Interview
An understanding of trends in the arts, theatre
Desirable
and music performances scenes
Application
form
Interview
Experience in dealing with a wide range of
people and customers
Desirable
Application
form
Interview
Ability to relate to people across an organisation
Desirable
to work effectively across departments
Application
form
Interview
Ability deal with stressful situations calmly and
Essential
effectively
Application
form
Interview
Updated July 2014