Event Hospitality Manager

CORPORATE AND HOSPITALITY EVENTS

No day is ever the same when you join our Corporate & Hospitality Events Team – we deliver knockout events week-in-week-out for some of the UK’s biggest brands.

One day you may be taking care of delivering on-track action for our corporate clients in our roaring Aston Martins and the next, you may be delivering an exhibition for 3000.

We're a highly motivated, innovative and specialised group of Event managers, coordinators and assistants.

We oversee all aspects of an event from catering (delivering over 30,000+ business lunches a year!), AV, security, cleaning to health and safety and budget management. We love bringing any story to life with the creativity of our team of experts and the flexibility of our impressive International Conference & Exhibition Centre with 22 flexible spaces, and the on-site Hilton Garden Inn.

JOB PURPOSE

To ensure the effective and efficient planning and delivery management of Silverstone’s hospitality operation in accordance with the company brief, company policies and procedures, and within agreed budget and profit margins.

To support in the management of clients in the preparation, organisation and delivery of Event Hospitality. To help always ensure that the job holder has full awareness of the company’s customer care goals, and they use their best endeavours to ensure they are implemented through their own actions and attitude by, for example entering into the team spirit, having a polite manner and anticipating visitor requirements.

You will help grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.

KEY RESPONSIBILITIES

• Successfully support the Senior Hospitality Management team in the management of Silverstone’s British Grand Prix Hospitality Operation.
• Oversee the planning and delivery of all our third-party hospitality operations on site at the British Grand Prix.
• Oversee the planning and delivery of the wider events calendar hospitality operations.
• Compile packages for ad-hoc race day hospitality enquiries with the sales team.
• Support in the administering of all aspects of events to include but not limited to, booking systems, post-sale documentation, fulfilments of event packs including ticketing, budgets and purchasing.
• Operational responsibility for organising and documenting correctly all aspects of race day hospitality events initial handover, budget management, site planning, security and stewarding, traffic management, catering, entertainment and AV, cleaning, temporary facilities, signage, hostesses, furniture, emergency and contingency planning to post event evaluation and final account reconciliation.
• Accurately recording and communicating hospitality and catering event information to all stakeholders internally and externally, and to work in partnership with the sales and marketing departments to ensure where possible events are marketed to engage a wider audience.
• Compile with the support of the hospitality coordinator and administration team all event briefing packs for managers and supervisors.
• Support in the reporting of all event financials to the required internal stakeholders. Conduct post event reconciliation, review and ensure all feedback is acted upon to affect positive change with agreed action plans.
• To continually review processes and procedures to improve efficiency across departments and the business.
• To ensure all operational systems are kept up to date with information.
• To be one of the first points of contact for customers and provide impeccable customer service support to ensure both the needs of the customer and Silverstone are met, including site visits.
• To liaise directly with internal and external suppliers and contractors to order products and services in a timely and professional manner whilst ensuring purchase orders are raised in accordance with financial procedures.
• To be proactive and find ways of capitalising on re-bookings of existing customers and maintaining a strong relationship.
• To assist in identifying and creating new commercial opportunities to broaden and build the business and maximise opportunities. Creatively look at ways of enhancing the hospitality experience from both the customer and business perspective to improve revenues, customer experiences and reduce costs.
• To achieve maximum profit by maximising on sales and client alterations, ensuring profit margins are achieved.
• To ensure all reports are updated accurately in a timely fashion.
• Ensure contractors only work onsite when they have completed the appropriate documentation and are aware of the correct area(s) to work.
• Ensure contractors work within guidelines as set down in the appropriate certificates and permits to work (including scanning and identifying underground services where relevant).
• To work as part of the team to develop others and to support workloads to ensure the commercial and operational success of the events.
• Support the corporate events team in the delivery of corporate events as required.
• Responsible for the setup and de-rig of an event and ensure that the site and venue are returned to the venue in the same state it was handed over and complies with company standards.
• Ensure company food safety policies and processes are adhered to.
• Collaborate with the culinary team in menu planning, development, costings and service styles.
• Ensuring that all hospitality functions are operated and delivered to the agreed KPIs and service standards.
• Manage the hospitality light equipment audit and stock levels including temporary hire equipment for all short and long term requirements.
• Compile the relevant health and safety paperwork for each event and reviewing where necessary to ensure all detail is correctly covered.
• Support the Senior Hospitality Manager with contracts for internal and external stakeholders.

TEAM RESPONSIBILITIES

• Plan accordingly the individual areas of responsibilities and workflow for the operational Hospitality delivery Team.
• Create a positive, proactive culture and environment within the department.
• Always promote the professional image of the company by ensuring high standards of both professionalism and personal presentation.

PERFORMANCE RESPONSIBILITIES

• Performance will be monitored against the following objectives set through the Personal Development Review (PDR) process.

KEY RELATIONSHIPS

• Hospitality Sales Team
• Catering Team
• Public Events Team
• Marketing Team
• Customer Service Team
• Ticketing Team
• Finance Department
• IT Department
• Corporate Events Team
• Venue Team
• External suppliers

KNOWLEDGE, SKILLS AND QUALIFICATIONS

• Minimum of 3 years’ experience working in the events industry.
• Experience within large Event Venues or a hospitality environment desirable.
• Experience within a 5* hospitality and catering environment.
• Experience in account management desirable.
• Experience of dealing with international event teams desirable.
• Commercially and operationally minded with a hands-on approach.
• Ability to take ownership and problem solve, is proactive and self-motivated.
• Works well as a team player and uses own initiative.
• First class ‘host’ skills and passionate about customer service.
• Proven leadership ability in managing and developing teams.
• Excellent eye for detail, with strong organisational, time management & interpersonal skills.
• Personal Licence holder desirable.
• IOSH qualified desirable.
• First Aid Trained desirable.
• Flexible approach in working hours – including weekends.
• Advanced computer literacy in Microsoft products.
• Full clean UK driving licence.
• Willing to go the extra mile to delight the customer.
• Motivates and empowers others to reach business goals.
• Is clear and articulate in oral and written communication.
• Recognises and rewards contribution of others.
• Demonstrates conviction in finding innovative approaches to solutions.
• Accepts and meets stretching targets.

SUSTAINABILITY

We don’t just look after our team and our fans. We want to look after our world too. We're committed in our responsibility to reach our zero-carbon goal. So, we've adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power - with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.