Start Date: ASAP

Contract Length: 9-10 months

Role Overview:

We are looking for an Events Manager (Maternity Cover) to lead the operations and programming at our client's London Head Offices, delivering a diverse and impactful schedule of events in collaboration with their internal teams and external partners.

• Produce approximately 40 small to large experiential briefings and activations in the event space, in partnership with the Experiences, PR and Product Marketing teams.
• Events will take place throughout 2025/2026 and include events such as:
• Small scale events – 1:1 product briefings, home cinema experiences, software demos for up to 10 guests.
• Medium scale events – Creative workshops, interactive product demos, software demos activations for up to 20 guests.
• Large scale events – exhibitions, album launches, Executive hosted receptions/parties.
• Manage day to day operations of the venue, working directly with business, client and operations teams.
• Support their team to drive efficient, yet effective and impactful programming.
• Work on-site in their event space and at their Battersea offices as needed for planning and organisational meetings.
• Manage key internal partnerships with business (Corp Comms); internal client (PM, Buzz, Marketing); Facilities, in-house catering, Real Estate, Security, EH&S.
• Create, own, and manage work-back schedules ensuring project milestones are met.

Role Details

You will manage the following areas of planning, with the support of Polar Black Events team:

• Programme scheduling for venue, including set-up, rehearsal, live event days and operational maintenance.
• Programming management and staffing.
• Lighting and technical configurations, with outsourced production if required.
• Event and/or spatial design and arrangement if required, including but not limited to furniture, ambiance and music, consideration for guest photography.
• Event catering planning, oversight and management, in partnership with in-house caterers or third party.
• Invite and guest list management.
• Guest experience/flow design and planning.
• Creative production of invites, signage, photo backdrops as required.
• Management of annual, semi-annual or event to event refresh of art or furniture as required over time.
• Provision of Front of House staffing.
• Management of staffing lists and working credentials.
• Staff training and briefing.
• Occupancy management (in coordination with the facilities and security)
• Producing and displaying signage in client approved format.
• Staff uniforms, dress code or attire if required.
• Parking and valet arrangements.
• Contingency arrangements for inclement weather.
• Maintaining client confidentiality.
• Partner to utilise client approved tools, systems and software
• Event reportage and reporting summaries

Health & Safety

You will be responsible for planning and management of general health and safety compliance:

• Communication of event emergency plans including first aid arrangements, drafting and distribution of production schedules and run of show documents (where required).
• Accessibility management.
• Ensure all event operations are planned, managed, and operated safely in accordance with EH&S guidance.
• Collate vendor safety documentation and certificate of insurance as required.
• Ensure compliance with permit conditions and local ordinances if needed.
• Report all incidents and accidents.

Budgeting:

You will be responsible for all contracting and payment of third-party partners working on their events in support of this scope including fixed event costs as pass-through expenses

You will be responsible for gathering quotes from vendors, building event budgets, and maintaining budget throughout event life cycle:

• Pre-Event Budget
• Event Budget
• Final Event Budget

You will be responsible for maintaining record of all actual costs and generating PO’s.

Ideal Candidate

• At least 5 years’ experience in Event Production & Logistics
• Positive and adaptable approach to problem solving.
• Experience of working in house at a venue and/or client, as well as agency side is preferred.
• Efficient, organised and able to juggle multiple projects at once.
• Confident managing various in-house work streams and liaising with multiple stakeholders.
• Skilled in Project Management - including timeline, budget and programme management.
• Confident in decision making and working independently.
• Good knowledge of production - construction, materials & finishes.
• Good network of industry partners and vendors.
• Excellent interpersonal skills, a team player, with a positive ‘yes can do’ attitude.
• Proficient use of Apple / Mac products is essential.
• Aptitude to maintain absolute confidentiality and discretion is paramount.

Package

• Salary to be discussed
• Bonus – discretionary, based on company annual results and personal performance
• Annual leave – 20 days + bank holidays. Birthday is given as a holiday day and is not included in the 20 days allowance.
• Pension contribution – employer contribution of 3% of qualifying earnings & employee contribution of 5%
• Commission on new business – 10% net profit for new client acquisition 
• Work laptop and phone provided