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LSO St Luke’s Event Coordinator

Do you have a proven track record in a professional events management role? Then you might be the one London Symphony Orchestra is looking for…

As the resident orchestra of the Barbican Centre, the London Symphony Orchestra performs the highest quality music from the core symphonic repertoire, as well as music by living or lesser-known composers. The Orchestra’s major international touring programme reaches a global audience, particularly through annual residencies in New York and Paris and regular visits to Japan, China, the USA and Europe.

LSO St Luke’s, the UBS and LSO music education centre, adds a unique dimension to the work of the Orchestra, being the home of LSO Discovery, LSO rehearsals, and a substantial public concert programme, with many performances broadcast by the BBC. A beautiful and flexible space with excellent technical facilities, the venue generates income by attracting a range of artistic, corporate and private hires which contributes to the cost of running and maintaining the Grade 1 Listed building to a high standard.

London Symphony Orchestra is looking for a LSO St Luke’s Event Coordinator, who will be part of a team responsible for delivering the busy programme of events at the London Symphony Orchestra’s music education centre. The Event Coordinator manages their own events and will ensure the smooth running of a variety of artistic, private and commercial events, internally- and externally-promoted concerts and LSO Discovery projects. The role involves acting as the Duty Manager of the venue, when the Event Coordinator will act as a personal licence holder, first aider and will have overall responsibility for the safety of any and all persons in the building.

RESPONSIBILITIES

Event, Sales and Operational

  • Field internal and external enquiries via email, telephone and in person; advise on suitability, hire details, pricing and availability
  • Take bookings, negotiate hire packages, and undertake show-rounds and meetings
  • Event manage bookings, liaise with clients and contractors to ascertain requirements, disseminate information to the LSO St Luke’s team well in advance of each event and produce all necessary paperwork and oversee events as they happen
  • Duty manage a variety of LSO Discovery projects, internally- and externally-promoted concerts, corporate and private events
  • Manage a team of volunteer and paid stewards when duty managing
  • Assist with the scheduling, booking and payment of stewards when requested by the Sales & Operations Manager
  • Assist the Event Manager in regular reviews of LSO St Luke’s stewarding procedures and Front of House Manual and assist with appropriate training and development; assist in keeping the Centre’s diary up to date under the guidance of the Sales & Operations Manager
  • Regularly input and update details of forthcoming bookings
  • Arrange and undertake site visits as determined by enquiries
  • Prepare floor plans and provide occasional assistance with set-ups; maintain the cloakroom equipment and ensure it is kept stocked and stored correctly
  • Set up ticketed events and liaise with the Barbican Box Office, field ticketing enquiries and provide sales information as necessary
  • Prepare contracts for external clients and produce other appropriate event-related documentation
  • Liaise with LSO St Luke’s Bar and Café Manager as well as external caterers for internal and external events – this may include producing menus and simple display materials for LSO St Luke’s Café
  • Proactively develop key accounts

Administration

  • Answer telephone calls and respond to emails, dealing with general enquiries and transferring specific queries when necessary; Conduct general interest tours for members of the public
  • Produce deposit and balance invoices for their own events, or when requested by the Sales & Operations Manager, potentially including preparation of monthly memos reflecting hire charges and other costs associated with LSO Discovery activity
  • Assist with the collation and submission information for the venue’s quarterly submissions to the Performing Rights Society
  • Assist the Sales & Operations Manager in covering the duties of the Administrative Assistant in their absence
  • Assist the Sales & Operations Manager in collating statistical and other reporting information as required by senior staff and external organisations
  • Assist the Sales & Operations Manager and Head of LSO St Luke’s in updating procedural documents, communications and rate cards as requested
  • Undertake general administrative and financial tasks as requested by the Sales & Operations Manager or the Head of LSO St Luke’s

Marketing

  • Collate information for LSO St Luke’s marketing materials in consultation with the Sales & Operations Manager and Marketing team
  • Contribute to the venue’s profile on social media such as Twitter and Facebook, communicating with new and existing customers, clients and suppliers under the guidance of the Sales & Operations Manager and Marketing team
  • Ensure LSO St Luke’s public areas are presented to the highest standard, well stocked with print and other appropriate materials when duty managing events
  • Enter and update mailing list data for general enquiries and events, forwarding to colleagues as appropriate. Keep client records up to date
  • Assist with marketing initiatives for the venue as requested by the Sales & Operations Manager, attending meetings, exhibitions and other events as appropriate
  • Meet clients, artists, participants, contractors, etc. and when necessary receive deliveries. Respond to walk-up enquiries and provide information about the building and events; Make visitors feel welcome, acting as an ambassador of the LSO at all times

Other

  • Ensure LSO St Luke’s adheres to necessary licensing legislation, acting as a personal licence holder when required
  • Act as a qualified first-aider for the venue
  • Act as Panel Monitor and Duty Fire Officer when required as part of the Centre’s emergency procedures and assist with the day-to-day operational staffing of the Centre; this will include occasional assistance with set-ups, including cloakroom facilities and equipment deliveries when required
  • Deputise for the Event Manager or Sales & Operations Manager when appropriate
  • Work flexibly as part of a small team and undertake other tasks that the Sales & Operations Manager and Head of LSO St Luke’s may reasonably request
  • Carry out the responsibilities of the job in line with LSO Productions Health & Safety Policy and other operational codes of practice

KNOWLEDGE, SKILLS, EXPERIENCE

Essential

  • Proven track record of at least one year and ideally two years in a professional events management role
  • Well-presented with excellent interpersonal and communication skills
  • Excellent organisational and administrative skills with meticulous attention to detail
  • A self-motivated person, able to work on their own initiative to deliver a consistently high quality of administrative work
  • A composed, positive personality with a good sense of humour who flourishes in a demanding environment
  • An aptitude for learning and a willingness to take on new challenges
  • Adept with Microsoft Office and Excel, email, internet and able to learn new systems quickly (such as the LSO database)
  • Calm and co-operative team player
  • Good written skills and a high level of numeracy
  • A good problem solver

Desirable

  • First Aid training
  • Experience of working in the arts or voluntary sectors is not required, although an understanding of how performing arts organisations operate would be helpful
  • Experience of managing a team of casual staff in an events environment (voluntary or paid)

TO APPLY

  • Follow this link to apply
  • Start date flexible
  • The role closes at 9:30am on Monday 27th January 2020
  • In your application state that you heard about this role through Creative Access