Entertainment jobs in Biggin Hill

KENT COUNTY AGRICULTURAL SOCIETY

JOB DESCRIPTION

Job Title: Society Events & Operations Coordinator
Reporting To: General Manager
Basis: Full Time
Location: Kent Showground, Detling, Maidstone

Working Pattern: The role will involve some evening and weekend working, particularly around Society events.

THE ROLE

We are looking for an organised, practical and enthusiastic person to join the Kent County Agricultural Society as Society Events & Operations Coordinator.

This is a varied role supporting the Society's programme of events. The role will focus on making sure the practical arrangements behind our events run smoothly, including event services, health and safety, site plans and stewards.

The postholder will also take the lead on the Heritage Transport Show and the Heritage section of the Kent County Show, as well as assisting with the administration of Biddenden Tractorfest.

There will also be plenty of opportunity to work across the Society's other events and with colleagues, contractors, exhibitors and volunteers.

This is a hands-on role that would suit someone who enjoys being organised, working with people and seeing an event come together.

MAIN RESPONSIBILITIES

Society Event Services

• Coordinate the practical services needed for Society events.
• Liaise with contractors and suppliers to make sure services are arranged to budget and delivered.
• Help with event set-up and operational arrangements.
• Work with the event team to resolve any issues that arise.
• Help with site plans and layouts for events, including using AutoCAD where required.

Society Event Health & Safety

• Help coordinate the health and safety arrangements for Society events.
• Prepare and update risk assessments and other event paperwork.
• Work with contractors, exhibitors and event teams to make sure everyone understands the relevant requirements.
• Help deal with any issues that arise during events.

Heritage Transport Show

• Organise and coordinate the Heritage Transport Show, working with the General Manager and wider events team.
• Manage vehicle bookings and exhibitor information.
• Working alongside the trade and catering coordinator to ensure appropriate levels reached for each event.
• Support the existing trade stands alongside the trade stand coordinator and help find new traders.
• Prepare site layouts alongside the trade stand coordinator
• Complete the event's health and safety paperwork, including risk assessments.
• Liaise with exhibitors, vehicle owners, clubs, traders, contractors and suppliers.
• Be involved in the event on show days and help ensure everything runs smoothly.
• Attend Heritage committee meetings

Kent County Show – Heritage Section

• Organise the administration and day-to-day arrangements for the Heritage section of the Kent County Show.
• Liaise with exhibitors, clubs, societies, vehicle owners and other participants.
• Coordinate bookings and information.
• Help prepare site plans and layouts.
• Coordinate services and health and safety requirements for the section.
• Work with the wider Kent County Show team to make sure the section runs smoothly.
• Attend the Heritage section committee meetings

Biddenden Tractorfest

• Work alongside the Biddenden Tractorfest Event Manager to provide administration and practical support.
• Assist with correspondence, records and event planning.
• Help coordinate Society requirements such as services, health and safety and stewards.
• Provide support during the event as required.
• Attend the Biddenden Tractorfest committee meetings

Society Stewards

• Look after the Society's pool of event stewards and volunteers.
• Help recruit new stewards and keep existing stewards involved.
• Manage steward sign-ups for Society events.
• Coordinate steward requirements with the different event teams.
• Allocate stewards to roles and areas.
• Send out information and instructions to stewards before events.
• Deal with steward queries and help make sure they feel supported.
• Maintain an up-to-date steward database.

Stewards' Newsletter

• Produce and send a quarterly Stewards' Newsletter.
• Include news from the Society, forthcoming events, volunteering opportunities and useful information for stewards.
• Work with colleagues to gather news and updates.
• Help keep the Society's stewards informed and engaged throughout the year.

Stewards' Supper

• Organise the Society's annual Stewards' Supper.
• Manage invitations, numbers, catering, venue arrangements and other practical details.
• Work with the General Manager and colleagues to make the evening a success.

OTHER EVENT SUPPORT

• Work with the General Manager and other members of the Society Events team to support the planning and delivery of Society events.
• Assist with event administration and general enquiries.
• Raise invoices where required, working with Xero and Approval max systems.
• Assist the Hospitality Coordinator with client events and conferences, including event set-up and hospitality.
• Be on site or on call for events and conferences when required.
• Attend occasional networking and industry events as an ambassador for the Kent County Agricultural Society and Kent Event Centre.
• Carry out other reasonable duties as required by the General Manager including assisting in other section of Kent County Show where required.

PERSON SPECIFICATION

We are looking for someone who:

• Is well organised and good at managing several things at once.
• Has good communication and people skills.
• Is confident dealing with contractors, suppliers, exhibitors and volunteers.
• Can work independently and use their own initiative.
• Is practical and enjoys finding solutions to problems.
• Has good attention to detail.
• Is comfortable working in a busy environment.
• Has good IT skills, including Microsoft Office.
• Is willing to work some evenings and weekends during events.

Ideally, you will also have:

• Experience of events, shows or conferences.
• Experience of working with volunteers.
• Experience of working with contractors or suppliers.
• An understanding of health and safety.
• Experience using AutoCAD or similar software.
• Knowledge of agriculture, rural life, heritage or outdoor events.

Experience is desirable but not essential. We are more interested in finding someone who is organised, enthusiastic, practical and enjoys working with people.

Pay: £28,000.00 per year

Benefits:

• Company events
• Free parking
• On-site parking

Work Location: In person