Head of Events

KEY RESPONSIBILITIES

Line Management

• Line manage the Senior Events and Partnerships Officer

• Mentor and support the Events team

• Support the development of skills and experience of team members

Event Planning and Preparation

• Overall responsibility for the planning and delivery of domestic and home international events

• Support the Events Team in all aspects of event planning, preparation and delivery of events as and when required

• In conjunction with the Director of Events, Marketing and Communications liaise with key stakeholders on both domestic and international events including but not limited to UK Sport, BOA, BPA, IPC, World Aquatics and LEN and local host city councils
• Support the Events Team in the preparation of event budgets, project plans and timelines for the effective delivery of national and international events

• Ensure the Events Team are evaluating all events in order to measure the successes of each event against objectives and ensure continuous improvement and efficiencies

• Lead on negotiations with venues and suppliers in order to obtain the best possible terms and develop contracts with these venues, in conjunction with the legal team

• Liaise with local authorities, outside agencies, media, officials and volunteers to ensure all resources and requirements are in place

• Support the Events Team, where required, in the booking and procuring of all necessary equipment and services including; accommodation, venue facilities, venue dressing, AV equipment, and TV production

• Prepare all necessary tenders for event suppliers and contractors

• Support the Events Team with any necessary administrative tasks including but not exclusive to preparing all event documentation, liaison with event volunteers and management teams, provision of medals and any other event equipment

• Creation of event guest lists, ensuring this is agreed with relevant members of the Senior Management Team

• When required prepare, chair (where necessary) and attend relevant event planning meetings

• Ensure the establishment and maintenance of event policies and procedures

• Working with the Events Team and the Marketing and Communications Team promote ticket sales for events and look at ways to increase revenue

• Manage all event venue dressing to ensure it is appropriate for each event and is within the agreed budget

• Event delivery will be required by the Head of Events, including all planning, set up, delivery at the events and de-rig. The Head of Events will also be required to support the Events Team across planning and delivery of their events

International Events

• In conjunction with the Director of Events, Marketing and Communications, prepare bids for international events and develop event plans in line with the major events strategy
• Alongside the Director of Events, Marketing and Communications attend meetings with international event stakeholders to ensure major international events are secured and then delivered to the necessary standards

• When required attend stakeholder and steering group meetings for international events

• If required lead on international event delivery or develop necessary, team structures to lead on the delivery

• Production and circulation of international event planning meeting minutes if required

• Attend international events as and when required

Commercial

• Work with the Events Team to devise sponsorship packages for all domestic events and proactively sell them to existing partners and look for new opportunities

• Ensure that all partner rights are activated at the events, working closely with the Events & Partnerships Officers to do this

• Working closely with the Director of Events, Marketing and Communications maintain an overview of all commercial partner rights and in liaison with colleagues ensure those rights are delivered and income is fully received

• Work closely with the Head of Marketing and Communications to ensure digital rights are activated, particularly when linked to specific events

• Supporting the organisation of British Swimming domestic and international (hosted in the UK) events where partners are represented, ensuring timings and logistics are well managed, rights are fulfilled and partners are well hosted

• When required support the Director of Events, Marketing and Communications in preparing and managing any tender processes for securing new partnerships

• Support the Director of Events, Marketing and Communications, when required, across aspects of commercial work

Financial

• Oversite of event budget creation and management

• Attend regular budget meetings in order to monitor and update on financial decisions which need to be made
• In conjunction with the Director of Events, Marketing and Communications create and manage international event budgets

• Invoice administration

• Cash handling, processing of credit card payments and banking in line with Finance Department policies and procedures

General

• Any other duties appropriate to the position as required by the Director of Events, Marketing and Communications

• Comply with all British Swimming policies and Procedures as set down by British Swimming and in particular policies relating to equality, diversity and inclusion

• When required support the Senior Events and Partnerships Officer in the implementation of volunteer recruitment, development and attainment strategy

• Constantly striving to improve events year on year ensuring events are as sustainable as possible