EVENTS AND HIRES MANAGER
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INTRODUCTION
The Lyric Hammersmith is one of the UK’s leading producing theatres. Over its 125 year
history it has been responsible for creating some of the UK’s most ground-breaking and
acclaimed theatrical productions. At the same time it has gained a national reputation for its
work with children and young people. The Lyric’s dual commitment to producing the highest
quality contemporary theatre, alongside nurturing the creativity of young people, is what
makes it unique within the theatre ecology of the UK. It has one of the youngest audiences of
any theatre in the country and is a place where some of the UK’s finest actors and theatremakers work side-by-side with some of the most diverse and disadvantaged young people in
London. The cross-fertilisation of these two is what makes the Lyric Hammersmith so exciting
and so distinctive. It is a local theatre rooted in its community with a national and
international reputation for the quality and innovation of its artistic work.
OUR MISSION
We aim to produce work that is provoking, entertaining, popular, eclectic, messy,
contradictory and diverse.
We strive to be at the heart of our community as well as being internationally recognised.
We work with the best theatre artists around as well as encouraging the next generation.
We want to lurch wildly between high art and populism – hopefully achieving both at the
same time.
Beautiful theatre, cheap tickets, environmentally friendly. Hammersmith and proud!
THE LYRIC: PAST, PRESENT & FUTURE
The Lyric is located in central Hammersmith in the London Borough of Hammersmith &
Fulham, two minutes from Hammersmith tube and bus stations.
The theatre has an extraordinary history. It was designed by the world-renowned Victorian
theatre architect, Frank Matcham, and originally opened in 1895 on a different site from the
one it stands on today. In 1972, the original building was scheduled for demolition to make
way for a new shopping and housing complex. There was a huge public outcry and, at the
final hour, the local council saved the theatre by instructing that the Lyric could only be
pulled down by the developers if Matcham’s exquisite plasterwork was preserved and
recreated in a new theatre above the Kings Mall Shopping Centre. The new Lyric
Hammersmith was officially opened in 1979 by the Queen. The Matcham plasterwork had
been painstakingly reconstructed in a new Victorian-style 550 seat auditorium and a modern
black-box 110 seat studio was added to the building at the same time.
In 2004, the Lyric was redeveloped again with funding from the National Lottery and a public
fundraising appeal. The £2m project was designed by the internationally acclaimed architect,
Rick Mather. The entrance of the theatre was relocated from King Street to Lyric Square and
a box office, street-level café, rehearsal room and education space were included within a
new extension to the building.
In April 2015 the theatre entered a new and exciting phase of its history. After nearly a
decade of planning, fundraising and building, we opened the doors to a new Lyric, again
designed by Rick Mather Architects, which includes a major extension to the West. The new
Reuben Foundation Wing has added two floors of facilities aimed at expanding the Lyric’s
work with young people, emerging and professional artists. It includes:
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A new rehearsal space the size of the main house stage with a stage-management
office
A dance studio with a sprung floor and full height mirrors
A film and TV studio and editing suite equipped with a ‘green wall’ and professional
camera and editing equipment
A 50 seat cinema
A recording studio and a suite of small- and medium-sized music practice rooms
A digital play space
A sensory space for children with disabilities
New and expanded set and wardrobe workshops
New staff offices
Externally the building has been re-rendered and a nine metre high neon sculpture designed
by the artist David Batchelor, which is based on plasterwork detail from the Victorian
auditorium, has been installed on the East Elevation. Internally the existing building has also
been refurbished including the redesign of the theatre’s café and bar (which is now run by
leading caterers Peyton & Byrne), refurbishment of the toilets and installation of new
environmentally friendly heating and lighting systems as well as a green sedum roof.
The Lyric has proven its commitment to environmental sustainability by becoming the first
theatre venue in the UK to be awarded the maximum three stars under the Julie’s Bicycle
Industry Green Certification Scheme back in 2012 – a rating it has retained annually since.
This commitment has been taken through into the new building and we are expecting to be
awarded a BREEAM rating of ‘Excellent’ – the Government’s kitemark for sustainability in new
and refurbished buildings.
LYRIC GOVERNANCE, STAFFING AND FINANCES
The Lyric is a registered charity and a company limited by guarantee. As such, we are
overseen by a non-executive Board of Directors which is chaired by Sir William Atkinson. The
Board delegate day-to-day management of the theatre to its Executive Team: Sean Holmes
(Artistic Director and Joint CEO) and Sian Alexander (Executive Director, Joint CEO and
Company Secretary). We have a talented and dedicated team of around 40 permanent staff,
and employ numerous freelance artists, practitioners and casual staff.
The Lyric aims to create a programme of work that is artistically adventurous and ambitious
but also financially sensible and sustainable. We have an annual turnover of approximately
£5-6m and our work is funded through four main sources: grant income from Arts Council
England and the London Borough of Hammersmith & Fulham; box office income; fundraising
income from trusts, businesses and individuals; and other earned income which includes
commercial hires, catering and front of house sales.
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EVENTS AND HIRES MANAGER
JOB DESCRIPTION
RESPONSIBLE TO:
Commercial Director
CONTRACT:
Permanent and full time
SALARY:
£27,000 – £30,000
HOURS:
The postholder will be expected to fulfil the hours required to do
the job, including some evening and weekend work, but is not
expected to work more than an average of 48 hours per week
across the year in line with the Working Time Regulations. Core
office hours are 10am – 6pm.
HOLIDAY:
20 days per annum, with an additional day added for each year of
service, up to a maximum of 25 days
NOTICE PERIOD:
Two months
BACKGROUND AND STRUCTURE
The Lyric is at a major moment in its history, having recently reopened following a multimillion pound redevelopment. The new Reuben Foundation Wing, housing a wide range of
new facilities, allows us to expand our relationships with organisations and groups in the local
area (and further afield), by being able to host conferences and events.
This growing income stream will support the work of the Lyric, in its on-stage work and its
work with young people.
The Events and Hires Manager is a new position working in the Commercial Team to support
the organisation in a new phase of business growth. The Commercial Team consists of the
Marketing and Press, Box Office and Visitor Services teams.
MAIN PURPOSE OF THE POSITION
Job Purpose
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To be responsible for end-to-end management and co-ordination of commercial hires
and internal events at the Lyric, including planning, development and delivery.
To co-ordinate all internal events, including press nights, fundraising events and
corporate sponsor events.
To work with the Commercial Director in developing the Lyric’s commercial hires
business and growing its income.
MAIN AREAS OF RESPONSIBILITY
Management and Co-ordination
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Answer enquiries promptly regarding space hire by telephone, email or in person,
ensuring that all clients (prospective and existing) are treated with courtesy and as an
individual, in a way that enhances the brand and reputation of the Lyric.
Log all enquiries and ensure there is an effective ‘chase and trace’ system in place.
Prepare event forms and quotes for clients, ensuring that accurate and full details are
provided with regard to what is included in the fee, and to agree any adjustments with
the client.
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Work closely with the Lyric’s in-house catering company, Peyton and Byrne to provide
clients, partner organisations and internal departments with catering quotes.
Ensure that all requests and requirements from clients are logged and managed,
including booking the catering with Peyton and Byrne, and arranging for any furniture
or equipment requirements.
Liaise with the Lyric’s production and technical team to ensure that all required
technical equipment is booked for an event. Where necessary, to liaise with external
suppliers to hire additional equipment to fulfil client requirements.
Keep an up to date log of all upcoming events, including space and equipment needs
and ensure that they are entered into the events database (Artifax).
Provide accurate booking information in order that hire contracts can be drawn up for
clients, and to send the signed contract to both the client and the Finance department
promptly.
Process the catering invoices and track payment of event invoices.
Ensure that an appropriate risk assessment is undertaken, and that all requirements
relating to health and safety are properly dealt with in a proportionate way in
collaboration with the Visitor Services team.
To manage and co-ordinate internal events in conjunction with other departments,
including booking catering, room booking etc.
Delivery
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Ensure that the event spaces are set up appropriately in line with the client’s
requirements and in collaboration with the Visitor Services team.
Ensure that all event logistics run smoothly, in a timely way and in a way which meets
client requirements. E.g. ensuring that all booked equipment and catering is available
on time and in the right place.
Be responsible for the smooth running of all events, acting as the key contact on site,
dealing proactively and creatively with any problems which arise, liaising between
different teams, managing resources and taking ‘on the spot’ decisions when
necessary.
To ensure that clients have the best possible experience of the Lyric and its facilities.
Relationship Management
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Ensure the client relationship is managed from request to event delivery.
Meet and greet clients at events and follow up post-event for feedback and further
business.
Work closely with Peyton and Byrne to deliver quality and appropriately priced
catering offers for clients.
Communicate effectively with internal teams to ensure that everyone is aware of the
events and that logistics run smoothly.
Business Development
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Support the Commercial Director in promoting and developing the Lyric’s commercial
hires business to hit targets.
Support the Commercial Director in developing the breadth of commercial hire
opportunities, exploiting the full facilities of the Lyric.
Generate leads by maintaining relationships with existing clients, both current and
lapsed, to develop new business.
Work to achieve higher average spends per head through effective use of up-selling
techniques to each client.
To understand and interpret the needs of clients and design a bespoke event package
for them, including arranging for suitable rooms.
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GENERAL DUTIES
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Attend internal and external meetings as required.
Regularly attend Lyric shows and projects including press nights, development events
and showcases of our work with young people, representing the Lyric and acting as an
ambassador as required.
Develop a wide network of contacts locally, regionally, nationally to achieve increased
awareness of the Lyric’s work.
To take an active role in your continuing professional development, identifying
relevant training and professional development opportunities.
To work at all times in accordance with the Lyric’s Green Policy and Action Plan and to
proactively develop and encourage environmentally sustainable practice, especially in
relation to commercial hires and events.
To adhere to the Lyric’s Equality Policy, Diversity Action Plan and any other policies or
plans the Lyric may introduce in the future.
Undertake any other duties as agreed with the Commercial Director as is appropriate
to the post.
This job description is a guide to the nature of the work required of the Events and Hires
Manager. It is not wholly comprehensive or restrictive and may be reviewed with the post
holder and Commercial Director as appropriate.
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PERSON SPECIFICATION
Knowledge and Experience
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Knowledge of venue hires pricing, packages and products.
Experience of managing events, either from the venue side or within an events
company.
Skills and Attributes
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Ability to develop excellent working relationships with clients and internal
departments.
Excellent communication skills, both written and oral, and the ability to put together
high quality offers for clients.
Numerate and commercially aware.
Excellent organisation skills and attention to detail.
Confident, can-do attitude.
Ability to solve problems in a creative way.
Ability to contribute as a member of a team, and work autonomously.
Enthusiastic about the venue and able to communicate that enthusiasm to external
clients.
IT literate, with a good working knowledge of Microsoft Office packages and of using of
databases. Experience of using Artifax desirable.
Flexible and adaptable.
Warm, friendly and personable.
Interest in the arts in general.
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HOW TO APPLY
To apply for the post, please:
• Complete this application form and statement in type or black ink.
• Write a covering letter (no longer than two sides of A4) explaining why you are
interested in this role and how your experience and skills match the person
specification.
• Return the form, statement and covering letter to Andrew Fletcher, Head of
Administration, Lyric Hammersmith, Lyric Square, King Street, London W6 0QL or
email to lyricjobs@lyric.co.uk.
• Enclose a completed Equal Opportunities Monitoring Form
• Do not submit CVs, as these are not accepted.
The deadline for receipt of completed applications is Friday 08 January 2016 at 5pm.
We look forward to receiving your application and thank you for your interest in the Lyric
Hammersmith.
ASSESSMENT PROCESS
Initial interviews will take place on Tuesday 19 January 2016.
GUIDANCE
Please read the person specification and job description carefully before starting your
application and ensure that you meet all the essential criteria. Only relevant information will
be considered when shortlisting applicants for interview. Your application will be kept on file
for a maximum of 12 months and then destroyed.
EQUAL OPPORTUNITIES
The Lyric values and promotes diversity and is committed to equality and opportunity for all.
All employees are required to comply with and actively promote our Equality policy, and no
job applicant or employee will receive less favourable treatment on the grounds of age,
disability, gender reassignment, marriage and civil partnerships, pregnancy and maternity,
race, religious belief, gender, sexual orientation, class or socio-economic background, trade
union activity or political activity or opinion.
We may use positive action, in cases where candidates are equally qualified, to increase the
employment of under-represented groups at the Lyric.
ACCESS
If you would like to submit your CV and covering letter in another format we would be happy
to accommodate this. Please contact the Administration department on 020 8741 6822 ext.
400 or lyricjobs@lyric.co.uk to discuss a suitable alternative.
The Lyric Hammersmith has made a commitment that all applicants with disabilities who
meet the essential criteria for this job will be invited to interview. Please complete the
Application Statement to help us with this. Please also state on the form if you have any
access requirements for interview, or contact the Administration team to discuss.
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APPOINTMENTS
In line with the Lyric’s Safeguarding Policy, any appointment will be made subject to a
satisfactory enhanced Disclosure and Barring Service (DBS) disclosure. Disclosure information
will be treated in the strictest confidence and shall only be seen by those who need to see it
as part of the recruitment process. Only relevant information will be taken into account. The
Lyric will not discriminate unfairly against any convictions or other information revealed.
All appointments are made subject to satisfactory references and proof of eligibility to work
in the UK.
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Application Form
The Lyric Hammersmith is committed to Equal Opportunities and welcomes applications from
everyone.
Post applied
for:
Events and Hires Manager
Your details
Name
Address
Telephone
Email
10
Employment and Work Experience
Starting with the most recent and working backwards chronologically, give details of your
previous work experience and employment.
Dates of
employment:
Name of Employer
Role title and brief description of duties
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What is your current or most recent salary?
If you were offered the job when would you be available to start?
Do you require a work permit to work in the United Kingdom?
If so, do you currently own a valid work permit?
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Formal Education and qualifications
Starting with the most recent and working backwards chronologically, please give details of
your educational attainment and qualifications.
Dates attended:
School, college, university
etc
Qualifications obtained
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Other training
Starting with the most recent and working backwards chronologically, please give details of
any other training courses you have attended.
Dates attended:
Training Provider
Course title
Computer based skills
Please list any computer software you have used and your skill level.
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Referees
Please give details of two people we may contact for a reference. Your referees should
have knowledge of you in a working environment, either paid or unpaid, and one should
be your current or most recent employer.
Referee 1
Name
Job Title
Address
Telephone number
Email address
May we contact this person
without your prior agreement?
In what context do you know
this referee?
Referee 2
Name
Job Title
Address
Telephone number
Email address
May we contact this person
without your prior agreement?
In what context do you know
this referee?
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APPLICATION STATEMENT
Interview arrangements
The Lyric Hammersmith has made a commitment that all applicants with disabilities
who meet the minimum criteria for this job (the Essential section of the Person
Specification) will be invited to interview. Please let us know:
Do you have a disability?
Do you require any special arrangements to be made to enable you to attend an
interview? If so, please specify below.
If you would like to discuss your requirements in more detail, please contact Andrew
Fletcher in the Administration department on 020 8741 6822 ext. 400 or
lyricjobs@lyric.co.uk
Checklist
Please ensure you have included:
Enclosed
Completed application form and statement
Covering letter explaining why you are interested in this role and how
your experience and skills match the Person Specification
Equal Opportunities monitoring form (this will be separated from your
application on receipt and is not considered in the appointment process)
Are you available for interview on the advertised date?
YES/NO
If no, please give details of alternative availability in your cover letter.
Statement
I confirm that:
Yes
No
The information given on this form is correct and complete
I possess all the qualifications which I claim to hold
I understand that all appointments are subject to satisfactory references,
proof of eligibility to work in the UK, and a satisfactory enhanced DBS
disclosure
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I have never been convicted of an offence relating to children or young
people and have never been the subject of disciplinary procedures or been
asked to leave employment or voluntary activity due to inappropriate
behaviour towards a child or young person. If no, please specify any
convictions, spent or unspent below (*)
I understand that submitting false information or withholding relevant
information on this form may lead to my application being rejected or, if I
am appointed, will constitute grounds for dismissal
Please note that the Lyric treats all applicants for employment fairly and actively
promotes equality of opportunity and welcomes applications from a wide range of
candidates. Having a criminal record will not necessarily bar people from working with
the Lyric. The Lyric will always consider the nature of the position and the circumstances
and background of any offences.
*You are advised that under the provisions of the Rehabilitation of Offenders Act (NI
Order) (1974) (Exceptions Order 1975 as amended by the Rehabilitation of Offenders Act
1974 (Exceptions) (Amendments) Order 1986 you should declare all convictions, including
spent convictions. Please list any convictions you have relating to children or young
people on a separate sheet.
Applications from unsuccessful applicants will be kept on file for twelve months before
being destroyed.
I confirm that the above information given by me is correct and that I consent to my
personal data being processed and kept for the purpose described above in accordance
with the Data Protection Act 1998.
Name………………………………………………………………………………………………….
Signature……………………………………………………………………………………………...
Date…………………………………………………………………………………………………….
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EQUAL OPPORTUNITIES MONITORING FORM
Please complete this form to help us ensure that we are complying with our Equal
Opportunities policy which states that nobody who works at the Lyric Hammersmith will
receive less favourable treatment on the grounds of ethnic origin, gender, disability or
age. As a publicly funded organisation, the Lyric is required to monitor the cultural
diversity of all its employees, freelancers, Board Members, and volunteers.
The information you provide will be used for monitoring purposes only and all data will
be aggregated and anonymised. The forms will be kept securely and will not be shown to
colleagues or third parties without your consent. No decisions will be made or action
taken about a person based on their answers to the questions.
Please contact the Lyric's Head of Administration, Andrew Fletcher, at
andrew.fletcher@lyric.co.uk or 020 8741 6822 ext. 400 if you have any queries.
I consent to the data I provide below being kept in this manner and only used for the
purposes explained above:
Name:
…………………………..........................................................................................
.........
Signature:
…………………………..........................................................................................
...
Date:
..............................................................................................................
............................
1. How would you describe your ethnic origin?
Please choose one section from A to F, and then tick the appropriate box to indicate your
cultural background.
Section A: White
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British (English/Welsh/Scottish/Northern Irish/British)
Irish
Gypsy or Irish Traveller
Any other White background, please write here…………….……………………………
Section B: Mixed
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White and Black Caribbean
White and Black African
White and Asian
Any other Mixed background, please write here……….…………………………………
Section C: Asian Or British Asian
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Indian
Pakistani
Bangladeshi
Chinese
Any other Asian background, please write here……….…………………………………
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Section D: Black or Black British
( )
( )
( )
African
Caribbean
Any other Black/African/Caribbean background – please write here ….………………
Section E: Arab or Other Ethnic Group
( )
( )
Arab
Any other ethnic group, please write here …………….…………………………………
Section F: Prefer not to say
( )
Prefer not to say
2. How would you describe your gender?
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Female
Male
Transgender
Prefer not to say
3. Do you consider yourself to be disabled?
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Yes
( ) No
( ) Prefer not to say
If you have answered yes, please indicate the type of impairment which applies to you:
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Visual impairment
Hearing impairment/deaf
Physical disabilities
Cognitive or learning disabilities
Mental health
Invisible disabilities
Other long-term / chronic conditions
4. How would you describe your sexual orientation?
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Bisexual
Gay man
Gay woman / lesbian
Heterosexual / straight
Prefer not to say
5. What is your age?
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0-19
20-34
35-49
50-64
65+
Prefer not to say
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