Events Co-ordinator

Enquiries & Bookings

Act as first point of contact, responding to incoming calls and emails in a clear, accurate and professional manner.

Provide client quotes and manage bookings for rehearsal spaces, studio theatre, theatre, function rooms, ensuring clients are dealt with promptly and professionally.

Give venue tours to potential hirers, answering their queries and upselling the venue and its associated in-house services.

Build relationships with new and existing clients, in order to obtain repeat business and maximise sales opportunities.

Create and maintain a database of enquirers, pulling reports and analysis as needed.

Event Planning & Delivery

Establish operational requirements for hires and events, including furniture, technical services, equipment, catering and staffing, liaising with internal departments to facilitate requests.

Ensure that all booking information and requirements are updated on Yesplan (The Customs House’s event management system) and on finance systems.

Complete event briefing forms in advance of a hire or event, and brief Duty Management and Welcome Teams as needed.

Ensure that Risk Assessment forms are completed where relevant.

Where necessary, provide on-the-ground event support.

Administration

Keep the Events finance tracker up to date.

Work with the Finance team to raise invoices and manage deposits and payments.

Support the team with financial reconciliation, reporting and debtors’ processes.

Issue venue hire contracts and invoices to clients.

Conduct fortnightly chasing and cleansing of the room bookings system.

Provide regular reports and analysis on business and progress against targets.