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Posted: Thursday, December 22nd 2016
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Job Title:     Commercial Events Manager
Organisation:     Dulwich Picture Gallery
Salary:     up to £30,000 p.a.
Type:     Full-Time Position
Location:     Dulwich, London, England
Closing Date:     Monday, January 23rd, 2017
Job Ref No:    
   
Other Benefits:   Benefits
• 25 days holiday plus public holidays and Christmas closure days
• Pension scheme
• Childcare Vouchers
• Ride to work scheme
• Annual Season Ticket Loan
• Employee Assistance Programme
• Staff discounts
   
 
Job Description:
The Commercial Events Manager is responsible for the successful sales and delivery of venue hire events for Dulwich Picture Gallery and will continue to develop and deliver a robust strategy to achieve ambitious targets whilst ensuring outstanding client services at all times.

The Commercial Events Manager will ensure that events are run as successfully and efficiently as possible – in line with current Health and Safety legislation - to enhance the reputation of the Gallery as an events venue and maximise opportunities for repeat business.

The Commercial Events Manager will liaise closely with colleagues including Operations, Catering, Learning, Communications and Development to maximise the opportunity to generate income for the Gallery from all sources.

Key responsibilities
Sales and Marketing (external venue hire)
• Proactively deliver the annual commercial events income and profit targets.
• Work with the Director of Development and others to regularly review business and product development to ensure that the Gallery is maximizing opportunities and maintaining best practice at all times.
• Produce, maintain and develop sales and marketing strategies, materials and procedures designed to promote the Gallery as an events venue.
• Promptly follow up sales leads and enquiries, handle negotiations, provide quotes and issue contracts, ensuring all communication is documented;
• Work with the Gallery’s caterers and external suppliers to create seasonal and exhibition specific event packages.
• Initiate, in liaison with the Communications department, sales and marketing activities that position the Gallery as a premier destination for events, ensuring service delivery and product quality match the promises made.
• Keep the venue hire pages on the Gallery website and external promoter websites updated.
• Ensure an event client database is maintained within the CRM system.
• Establish, maintain, develop and promote relationships with venue finding organisations, corporate clients, the arts and creative communities and the local community.
• Actively participate in professional networking opportunities to promote events at the Gallery, developing potential clientele and following through with them.
• Use knowledge of the Gallery’s programme, vision and values to project a positive representation of the Gallery whenever engaged in dialogue with external contacts.
• Manage site visits for clients, show casing the venue spaces and services to maximise conversion to sales.
• Build and maintain effective relationships with prospective clients to gain business and with existing clients to attain repeat business and referrals.
• Keep abreast of market trends and competitor activity recommending product/service improvements to gain and sustain competitive advantage.

Development
• Liaise closely with the rest of the development team to identify prospects and upgrade event clients to become supporters or sponsors where possible.

Event Management
• Efficiently plan and deliver all commercial events on behalf of the Gallery in conjunction with the Operations team as required.
• Manage the accredited suppliers’ list including annual review of suppliers.
• Ensure that the Gallery’s standards of service and safety are maintained at all times by monitoring all supplier activity.
• Keep all Gallery staff informed of forthcoming events and their potential impact on the Gallery’s operation.
• Ensure that all contractual, technical and logistical requirements for events are met, ensuring that the highest production and presentation standards are achieved for each client.
• Ensure the Gallery’s equipment and facilities are well looked after and not removed from site during events.

Service, client and guest care
• Effectively manage relationships with both clients and potential clients to provide a first class service and professional experience for the customer encouraging repeat business.
• Develop and maintain excellent, positive and progressive relationships and open communications with colleagues at all times.
• Ensure high-quality detailed pre-shift briefings are carried out before every event to improve product knowledge and service quality.
• Develop and implement a system of client review and evaluation with relevant colleagues and ensure any necessary follow-up action is taken.
• Ensure the quality and service delivery for internal events is on a par with external events, and supports the Gallery’s funding commitments.
• Efficiently manage customer feedback, promptly addressing and resolving any issues.
• Act as an ambassador for the Gallery at private views, cultivation events and other events.

Administration
• Contribute to overseeing and reviewing the internal administrative processes for events including; risk assessments; booking procedures; contracts and terms and conditions; invoices and post-event evaluation to streamline procedures and improve effectiveness of service.
• Ensure that all events information including event bookings, prospect information and financial records are fully updated on the CRM system.

Management of internal and external resources
• Work closely with the Public Programme Producer to manage the Gallery’s events diary, ensuring the use of venue spaces is maximised to successfully deliver both external venue hire and internal events.
• Plan the use of resources including furniture, audio visual and IT, cleaning, catering and other supplies to ensure all events can be delivered to the agreed standard and budget.
• Liaise with other departments, e.g. Operations and Catering, to effectively deliver these resources to each event.
• Ensure external suppliers are effectively managed to deliver their SLAs.

Reporting, legal and financial management
• Successfully negotiate venue sales and manage quotation and contract process, ensuring each event has a signed contract.
• Monitor sales and purchase order and invoicing process to ensure accurate financial management and reporting.
• Contribute to regular reporting on number of new external enquiries, number of show rounds, provisional bookings and confirmed bookings.
• Prepare and administer the events budget, financial analysis and monthly forecast submissions, taking corrective measures to meet objectives and key performance indicators.
• Participate in the formulation of pricing models for events taking into account all risks and liabilities, to ensure profitability and customer value.
• Track and monitor response rates to all sales and marketing initiatives and evaluate effectiveness of activities.

Compliance
• Create and maintain effective policies and guidelines for events, , including maintaining accurate event records on Raiser’s Edge, ensuring agreed processes are communicated and adhered to by internal and external partners.
• Ensure compliance with all statutory and Gallery policies including fire, health and safety, food safety, risk assessment, licensing, data protection, security, welfare and equality.
• Undertake any other duties requested by Management.

Terms and conditions
Hours: 40 hours per week, normally but not exclusively over 5 days. Additional hours may be required as the requirements of the job dictate, without additional pay. Since Events is a 7 days a week business, these hours may include Saturdays, Sundays and Bank Public Holidays. Time off in lieu will be given for working on a Bank Holiday.
Required Skills:
Person specification
• Educated to degree level with extensive experience in event management and sales.
• Proven experience in a similar role including demonstrable event sales, operations and marketing experience.
• Highly motivated target driven individual with a demonstrable record of achieving or exceeding sales and financial targets whilst maintaining margins and quality standards.
• Excellent customer care with the drive to exceed expectations.
• Excellent verbal and written skills with attention detail.
• Excellent interpersonal skills.
• Ability to think creatively and anticipate, negotiate and solve problems to ensure the successful running of all venue hire spaces.
• Excellent organisational and time management skills with the ability to work well under pressure and to tight deadlines.
• Ability to work comfortably with a wide range of clients and contractors at all levels.
• Excellent leadership, management and interpersonal skills.
• Excellent IT skills, including Outlook, Word and Excel.
• Interest in the arts.
• Commitment to the Gallery’s values.
 
Application Instructions:
To apply, please send a CV and cover letter to recruitment@dulwichpicturegallery.org.uk
 
Contact Name:     Mrs Kate Bursey
Contact Tel:     020 8693 5254
Contact Fax:    
Contact Email:     HR@dulwichpicturegallery.org.uk
Website:     http://www.dulwichpicturegallery.org.uk/
Address:     Gallery Road, Dulwich, London, .
 
 

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