Events Production Assistant London, England
Job description
General Overview
Reporting to the Senior Events Producer, the Events Production Assistant will be responsible for supporting on the research, development, production and delivery of Enable’s Events’ programme. To include Summer in.. Battersea Park, Wandsworth Park, Shillington Gardens and any other small parks, Battersea Park in Concert, Silver Sunday, Battersea Park Fireworks, Remembrance Day, Christmas Pantomime and any other event allocated by the Senior Events Producer or Events Manager. Tasks will include, but are not limited to, independent research, supplier negotiation, event admin, creating schedules, event preparation, and onsite support.
The Events Production Assistant will also be responsible for organising, inventorying and maintaining all Events Team equipment and keeping the Event stores clean, organised and tidy at all times.
The role will focus on supporting both the development and delivery of Enable’s free community events programme, in partnership with Wandsworth Borough Council, and the expansion and growth of revenue-generating event opportunities, in order to sustain and fund the community programmes. Enable is a not-for-profit organisation and all proceeds help us to raise funds to enhance green spaces, public halls and community centres throughout Wandsworth.
The Events Team are a very busy, creative, tight knit group of vibrant professionals who strive to challenge and innovate wherever we can. We work tirelessly to deliver our events to the highest standard and pride ourselves on going the extra mile. We are a supportive team and have a flexible and collaborative approach to our work. We are looking for someone who has had experience in outdoor events or festivals and is hungry for an opportunity to grow and develop their career in event production. Someone who is excited to get their hands dirty and always willing to learn. An excel whizz who won’t stop researching until they have found exactly what we need. Someone highly organised, comfortable working in a fast-paced environment, both in the office and on site, and able to manage working on multiple projects at a time.
Responsible for:
Event Production
- Assisting with the research, production and delivery of events including Battersea Park Fireworks, Battersea Park in Concert, Summer in.. programmes, Remembrance Day, Silver Sunday, Christmas Pantomime and any other events as required by the Events Team
- Onsite delivery of events to include but not limited to customer service, bar work, ticket or merchandise sales, ticket checking, escorting suppliers/traders/artists, set up of production offices/green room, and hanging signage
- Assisting the appointed site manager on events and assisting with the physical set up and dismantling of events, including liaising with contractors and suppliers and the distribution and return of events equipment / stores and vehicles as required
- Researching and procuring quotes from suppliers, contractors, entertainers and artists, liaising with and coordinating with all service providers once booked
- Proof-reading, filing, updating and editing all relevant production paperwork as required including but not limited to site plans, event management plans, safety and emergency plans, RAMS, production schedules and briefing documents
- Liaising with casual staff events including availability checks, circulating briefings and schedules
- Liaising with F&B traders and artists/performers including circulating briefings and schedules and chasing and compiling any required paperwork
- Managing event specific email inboxes and replying to customer queries regarding events and ticketing queries
- Liaising with statutory / Council services and contractors for the delivery of event productions, including but not limited to the following: Environmental Services, Building Control, Highways & Parking, Waste Management, Emergency Services, Public transport operators, Security & First Aid contractors, Grounds Maintenance contractors, and Service and equipment suppliers
- Attending all event production and planning meetings and Safety Advisory Group meetings
- Managing the Events Store and Depot and keeping them tidy, ensuring all equipment is returned safely and cleaned after use
- As required, acting as a personal licence holder at events under a premises licence
- Managing and updating the core Events Budget, including monthly reconciliation of the Detailed Transaction Report and Credit Card logs
- Regularly inputting data into project budgets and filing finance paperwork
- Raising, filing and organising finance documentation including purchase orders and invoices
- Seeking quotes for goods and services in line with Enable’s Procurement Code
- Ensuring all timesheets for casual staff are accurate and processed on time
- Managing and updating the Events diary, via Priava
- Applying for TENS and other relevant licensing
- Dealing with relevant queries and complaints raised by clients, members of the public and production suppliers or contractors. Updating the complaints and compliments log, and when necessary, escalating complaints to the Senior Events Producer or Head of Events
- Liaising closely with the wider Events Team and other Enable services to ensure that the events programme is coordinated properly in conjunction with the venues management team
- Supporting the Marketing Team with any information they require to develop and create the event production marketing plans and relevant production of marketing content and materials, attending briefings and ideas meetings with the Marketing Team
- Carrying out other duties as directed by the Head of Events or Senior Events Producer
- Confidence and experience in working on large scale events sites
- Able to think on your feet and not get flustered
- Proven experience of working with the public in a customer-facing role
- Basic understanding of budgets and a good understanding of key elements to creating commercially successful events
- Confidence to work independently on research and administrative projects
- Experience of booking artists/ performers and sourcing event infrastructure from suppliers
- Passion for creating events to entertain a wide-ranging audience and diverse community
- Exceptionally high standards of customer service, attention to detail and organisational skills
- Ability to communicate effectively and professionally in writing, by telephone or face to face with senior management, other staff, clients and members of the public
- Patience and ability to negotiate professionally with suppliers
- Good understanding of health & safety legislation and confidence to enforce this where necessary
- Experience with working across multiple projects and staying on top of finance administration
- Hands on/ proactive onsite and pride yourself on going the extra mile to create the best event possible
- Team player but also be able to manage your workload independently
- Ability to work under pressure and meet deadlines effectively
- Proficiency with Microsoft Office applications
- Experience with Xero or other accounting software (preferable but not essential)
- Proficiency with Priava, or other diary management software (preferable but not essential)
- Flexibility to work weekends, early mornings and late nights as required and able to manage your time accordingly
- Confident driver with clean UK manual driving licence (essential)
- Personal Licence (preferable but not essential)
- 30 Days Annual Leave (Plus bank holidays)
- Flexible Working
- Pension Scheme
- Life Insurance
- Eyecare Vouchers
- Free Gym membership
- On-site shower facilities
- Quarterly all-staff social
- Season Ticket Loan
- Cycle to Work scheme
- Employee Assistance Programme
- Reward hub
- Weekly Wellbeing Hour
