Job Description
Job Title:Sales and Conference Coordinator (Corporate Events)
Responsible to:Sales and Conference Manager
Bristol Music Trust
Launched in May 2011 the Bristol Music Trust is an exciting independent charity with two distinct aims.
The first is to manage the operations of Colston Hall, Bristol’s largest concert venue, where people have been enjoying music since 1867; developing a diverse musical programme, leading a major capital refurbishment programme and securing its commercial success. The Hall presents a wonderful opportunity to build a diverse Music & Arts Centre; comprising a traditional concert hall, a smaller intimate hall and an inspiring newly built foyer.
The second aim is to drive forward music across Bristol; working in partnership with city wide organisations; leading on musical education with the creation of Bristol Plays Music, commissioning new works, supporting local musicians, and promoting music across all communities to build on the vibrant talent already in the city. Much more, we want the Bristol music scene to stand out with its own unique culture and internationally renowned reputation.
Bristol Music Trust’s vision is to put music at the heart of Bristol life, and to lead a strategic, holistic, citywide approach to promoting music so that it flourishes through performance, composition, participation and education.
Operations Division
The Operations Division is headed by the Chief Operating Officer, and is responsible for ensuring that Bristol Music Trust’s resources and activities are managed effectively. The team works to enhance our commercial opportunities and maximise the resources available to meet the charitable objectives and creative ambitions of the organisation. The team is also responsible for ensuring that appropriate controls are in place to meet all legal and regulatory requirements.
The core finance team is responsible for all the Trust’s accounting, finance and budgeting requirements, financial controls, compliance and statutory requirements, and monitoring the performance of the Trust’s wholly owned trading subsidiary, BMT Enterprises Ltd; producing statutory accounts to be filed with Companies House.
The wider team works to create commercial opportunities which both maximise income generation from our trading activities, and complement the primary objectives of Bristol Music Trust, whilst enhancing the overall customer experience. Trading activities are run through BMT Enterprises Ltd, and include the hire of venue spaces for conferences, meetings and other events; the provision of bar and catering facilities at Colston Hall; and the provision of box office services to other arts organisations.
The Technical Services team is managed by the General Manager who is responsible for the overall running of the operational areas in Colston Hall to achieve high building and performance standards. Maximising profits and return on investment of the Trust’s building and infrastructure resources is the focus of the role with a strategic view of the venue and the venue’s future, and implementing the BMT strategy in relation to the operation of the building.
Effective Human Resource Management is provided to the organisation in accordance with agreed BMT policies and procedures.
The team works closely and collaboratively with other departments (Marketing, Programme, Customer Services and Bristol Plays Music & Development) to ensure a professional approach and enhance the experience of our customers - audiences, clients, promoters, artists, and all other users of the Hall and our services.
The Sales & Conference Coordinator reports to the Sales and Conference Manager.
Purpose of the Job
To assist in the efficient delivery of successful corporate and cultural conferences, events and festivals, meetings and receptions,playing an integral role in promoting Colston Hall as a destination, and generating income for the Trust. You will balance the drive to surpass sales targets with sensitivity to the requirements of Bristol Music Trust’s cultural programme.
Key Responsibilities
- To assist the Sales and Conference manager to maintain and implement a highly effective sales strategy for conferences and corporate events in line with the organisation’s business plan and working towards meeting sales targets.
- Provide a high quality commercial event management service, striving to exceed customer expectations and adapting to the changing requirements of the client professionally and efficiently.
- Build and sustain successful relationships with external clients and communicate effectively with colleagues, stakeholders and third parties.
- To update the venue hire webpage for corporate conferences and events, including promotions, special offers and testimonials.
- To work with Duty Managers to coordinate events with Duty Manager support; communicating requirements and expectations in advance.
- To assist the Sales and Conference Manager in the event management of large scale events.
- To be pro-active and responsible for ensuring that feedback on events is received, monitored and evaluated and to develop systems, including maintaining a database/resource of event feedback, to support this.
- To work with our Artifax system and wider teams, including Technical Services, Programme, Marketing and Development to ensure that all events are communicated effectively.
- To assist in the development and delivery of a strategic marketing plan for conferences and corporate events and to work with the Sales and Conference Manager to develop the spaces and conference and event offering at our Bristol Plays Music Southmead Centre.
- Pro-actively sell meeting and event space at Colston Hall and the Bristol Plays Music Southmead Centre.
- Conduct client visits and show rounds at both Colston Hall and Bristol Plays Music Southmead.
- Receive and convert event enquiries by telephone, email or from walk–ins.
- To provide administrative support to the Sales and Conference Manager.
- To carry out any other duties that may reasonably be required.
- On a day to day basis comply with the Policies and Procedures of Bristol Music Trust.
- To be responsible for ensuring that all conference and commercial activity complies with all Trust policies and procedures.
Employee Specification
The post holder must have the following:
•PROFESSIONAL EXPERIENCE
-Recent experience of working in an event environment within a busy office environment.
-Excellent IT skills and recent experience of the use of IT packages (Microsoft Excel, Word and Outlook in particular) and venue event management software
-Recent experience of data inputting and preparing basic event information for staff and external clients.
-Ability to think commercially.
•ACCURACY AND ATTENTION TO DETAIL
-Achieves a high standard of accuracy in maintaining client records and preparing information for internal and external customers/clients.
-Able to work methodically, paying attention to detail and is able to check their own work for errors.
•COMMUNICATION SKILLS
-Able to communicate in a professional and friendly manner with clients.
-Able to communicate confidently and assertively to meet objectives.
-Listens to the views and issues of others.
-Conveys and receives information effectively and builds positive working relationships both internally and externally.
-Able to exchange basic information in a courteous and effective manner to peers, line managers and customers.
•ADAPTABILITY/FLEXIBILITY
-Adapts and works effectively in different situations, in order to carry out a variety of tasks and remains calm and level headed under pressure.
-Remains positive and puts difficulties into perspective.
-Reliable and flexible in response to work priorities and issues.
•CUSTOMER SERVICE
-Provides an excellent level of customer service both internally and externally.
-Seeks to provide added value where appropriate.
-Understands customer requirements and is able to deliver services to meet a diverse range of needs across the organisation.
•PLANNING AND ORGANISING
-Able to organise and manage their own time effectively.
-Able to prioritise and manage their own workload in an efficient manner.
-Responds to changing priorities.
-Meets deadlines and completes work to schedule.
•TEAMWORK
-Works co-operatively and flexibly with peers to achieve common goals.
-Ability to work effectively as part of a team.
-Proactive in taking on additional tasks
The following would be desirable:
•OTHER
-Experience of working in or an interest in the arts and charity sectors.
- Experience of venue management software
Special Conditions
Colston Hall is open seven days a week, including some bank holidays. We are a public building, which operates a diverse range of cultural and commercial activities. The post holder will need to be comfortable working in this environment and willing to work flexibly where required, including evenings, weekends and bank holidays, to support a range of corporate events. This role is based at Colston Hall, but will also work out of our Bristol Plays Music Southmead centre as required.
Occasional Duties
The role holder will carry out any other duty that is reasonably required.
Your usual place of work is Colston Hall, Bristol, but you may be required to work at other locations, that are reasonably placed.
Date created/modified: July 2017
Created by: Naomi Easy, Sales and Conference Manager
Approved by: Alison Williams, HR Advisor/Louise Mitchell CEO
OUTLINE OF TERMS AND CONDITIONS:
TITLE OF POST:Sales and Conference Coordinator (Corporate Events)
SALARY:£20,000 per annum
CONTRACT:Fixed Term Contract – 12 months
HOURS: 37 hours per week 9:00am – 5:30pm Monday to Thursday, 9:00 – 5:00pm Friday (core business hours)
ANNUAL LEAVE: 24 days leave plus bank holidays, increasing to 29 days after 5 years of continuous service.
PROBATIONARY PERIOD: 6 months
PENSION: Bristol Music Trust operates a Defined Contribution Pension Scheme with a 5% employer contribution, subject to a minimum employee contribution.
Application Procedure:
To apply for this role please complete the Bristol Music Trust application form available online at In the section of the application form entitled “Further information”, please make sure you explain how your skills, knowledge and previous experience, whether paid or unpaid, are relevant to this post and how they meet the criteria listed on the employee specification in the job description by giving practical examples.
The closing date for applications is 9.00am on Monday 7 August 2017. Please submit your application using one of the following methods:
E-mail: (quoting “Sales and Conference Coordinator” in the subject line)
Post: HR Department, Bristol Music Trust, Colston Hall, Colston Street, Bristol, BS1 5AR
Bristol Music Trust will then draw up a short-list of candidates to invite for interview.
Bristol Music Trust is committed to being an Equal Opportunities Employer.
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