Events Manager

BACKGROUND

THE ON COURSE FOUNDATION was launched in summer 2010 by John Simpson (Chairman of the Trustee Board) and - uniquely in the charity sector - introduces wounded, injured and sick (WIS) Servicemen, women and veterans to the world of golf. Many of its members have lost limbs or suffered the effects of severe trauma at some point during their military careers including, most recently, through service in Iraq or Afghanistan.

It supports individuals in one or both of two ways – by introducing them to the game of golf through a series of training events and/or by helping secure work experience placements or permanent employment within the broader golf industry. In short, the On Course Foundation (OCF) seeks to help its members, many of whom might have suffered a loss of confidence and self esteem, to get their lives back ‘on course’.

Bridging the military community and golf industry, the charity is gaining widespread recognition. In Christmas 2012, OCF was one of only three nominated charities to be sponsored by the Telegraph Christmas Charity Appeal while, on 20 July this year, three of our members were interviewed on BBC One at ‘The Open’, golf’s premier global event. The charity’s profile has been further raised by The Simpson Cup - an annual Ryder Cup style event between OCF UK and OCF USA (now in its third year) with considerable potential as a vehicle for major fundraising.

OCF is privileged to have HRH The Duke of York and the multi golf major winner Arnold Palmer as Patrons. Further information about OCF can be found at http://www.oncoursefoundation.com.

In response to OCF’s growing profile (and increased fundraising), the charity’s Trustees have taken a number of key decisions over the last 12 months including (1) the introduction of new Client Relationship Management/CRM facilities to improve communication, (2) investment in new network systems to give remote connectivity, improved security and greater resilience and (3) the recruitment of staff to support database marketing and field-based activities.

Most recently OCF’s Events Manager announced his decision to leave the charity after four years. We are therefore seeking a high calibre individual to lead this key function and take it through a new and exciting phase in its development.

THE POSITION

The Events Manager will be based at OCF’s main office in Richmond (Falstaff House, TW9 2LH) and will report to OCF’s Managing Director. He/she will work closely with all other OCF staff, in particular the Employment & National Liaison Team.

The charity’s general structure is presented in Appendix 1 with a summary of each core function; details of relationship with key communities are described in Appendix 2.

The position has overall responsibility for running OCF’s events programme, including:-

1. Planning and managing 3-day training events (typically March to October)

2. Warm weather training (overseas)

3. Supporting golf club and general fundraising activities

4. Involvement with the Battle Back programme and Combat Stress

5. Organising OCF’s annual anniversary day

6. Financial and commercial management

1. Planning and managing the 3-day training events programme

The management of OCF’s 3-day training programmes is at the heart of the Events Manager’s role. Golf skills and Employment training events are held in the UK between c. March and October - outside of this period the weather can be cold/wet making conditions difficult for some members.

The aim of the events is two-fold:-

· First, to take members through ‘Levels 2 to 5’ of golf training (Level 1 being awarded after attendance at an introductory course managed through the Employment & National Liaison Team). More information on the five-Level programme can be found on OCF’s website at http://www.oncoursefoundation.com/how-we-work/five-level-programme. Achieving Level 5 status will mean an individual has gained a thorough understanding of the rules/etiquette of the game and an official handicap of around 18 or better.

· Second, to highlight the type of employment opportunities within the broader golf industry. A member of the National Liaison Team will normally present on employment topics at each event, sometimes with an Industry representative. Members are made aware of the breadth of career directions – in golf clubs, travel & tourism, event management and across a range of golf related manufacturing industries – as well as the variety of job types (green staff, catering, administration/management, pro-shop support, IT, sales & marketing, etc).

A key benefit to members attending events is the new found camaraderie. For many individuals – particular those who have left the military or are about to – the loss of friendships that have built up over many years can become a difficult burden to bear. Attendance at the training events has unquestionably proved to be instrumental at building new and long lasting friendships – there is a very popular Facebook page used by OCF members who attend OCF events.

There are currently 7-8 events held each year, each for up to 24 members. Depending on the level of interest and net cost of event activities, the number of events might change – the Events Manager must liaise closely with the Employment National Liaison Manager to have a clear understanding of the number of new OCF members and the level of interest in golf/employment training.

He/she has responsibility for securing appropriate attendees at each course. This will involve email and/or text communication to OCF members (c. 350) to advise of each event venue/date. A priority is normally given to new or relatively new members (Levels 1-3) but, when appropriate, ensuring there is also a mix of more experienced players/members.

Events are usually held in resort type venues – where a hotel and golf course are managed as one facility – which offer a number of practical advantages to members and make it easier to secure attractive commercial terms. For example, where OCF has established relationships free golf, free use of buggies and slightly reduced rates for hotel and food costs (generally on a price/head basis) have normally been negotiated.

It is important the Events Manager builds strong relationships with resort management, particularly when a venue has been used over a number of years. While a core group of hotels/resorts is normally used for the annual programme, it is the Events Manager decision whether to introduce new venues, always being mindful of the needs of members.

OCF training events are supported by three PGA golf professionals with two usually attending each course. The Events Manager works with professional staff to determine the most appropriate training needs of members and, around December each year, will review/agree each individual’s levels of competence. This review should also consider if events need to be modified to meet members’ needs, taking account of who is attending events most regularly and the personal challenges faced by course attendees.

The planning of events is normally managed during the winter period for the new golf season beginning around April. This involves liaison with venues to agree dates and confirm commercial arrangements, having checked the availability of PGA teaching professionals.

Communicating with members about OCF’s events programme is extremely important. At an individual level this might be about the results of their grading review while, across the membership as a whole, keeping everyone aware of the annual programme and updates on recent events (this might be an email to members with links to videos on the OCF’s website) is of equal importance.

Use of OCF’s CRM system (thankQ) will be an essential tool for the Events Manager who must ensure all event data, including information on participants at each event, is captured. Use of thankQ will also facilitate individual or bulk email/texts for communication with members as well as allowing analysis of attendance/success over defined time periods.

2. Supporting golf club and general fundraising activities

Part of the role of the Employment & National Liaison Team is to promote awareness of OCF with golf club secretaries and, indirectly, to encourage them to support OCF through fundraising. The main way clubs help raise funds is by the men’s or lady’s Captain adopting OCF as the nominated charity for their year in office.

Inevitably, through a programme of activities during the year or a one-off fundraising day, clubs/ captains often need help from OCF with marketing materials (banners/flyers) or just advice. The Events Manager should ensure that all such requests are handled efficiently and, liaising closely with National Liaison, help club captains to ensure the success of their fundraising efforts. Support may periodically be required for one-off fundraising events from non-golf activities and/or celebrities.

3. Warm weather training

During the months from around October to March, aside of planning the following season’s 3-day event programme, there is at least one ‘warm weather’ training event to be managed overseas. For the last four years a week-long event has been held in Orlando; Menorca was used as European venue in February 2014.

Preparation and management of these events is similar to the 3-day programme although, because of the increased cost, the selection criteria for attendance must be carefully considered by the Event Manager with appropriate recommendations made to OCF’s Managing Director.

4. Involvement with the Battle Back programme and Combat Stress

The Battle Back programme, an MoD initiative delivered in partnership with Help for Heroes and The Royal British Legion, offers a range of sport/outdoor activities to WIS individuals from the Army, Royal Navy and RAF as part of their recovery programme. All WIS individuals at PRUs are required to attend a 1-week residential course at the Battle Back Centre at Lilleshall in the West Midlands.

OCF’s involvement with Battle Back began in May this year with two 4-day golf training courses, each for 11 individuals. The events were recognised as adding real value to the overall recovery agenda and the success of OCF’s involvement has meant two events – to be run by the Events Manager - are now part of the annual schedule.

Combat Stress helps Veterans suffering from mental health disorders (including PTSD). The charity is based in Leatherhead, Surrey where up to 30 individuals can be accommodated for attendance at 4 and 6-week courses (typically with c. 20 attendees per course).

OCF piloted a half day golf training event in September 2013. The success of the pilot meant further events occurred in November and December with three events scheduled for the current year. The role of the Events Manager here is one mainly of liaison with the charity and with one of OCF’s professional training staff.

5. Organising OCF’s annual anniversary day

The Royal Household Golf Club in the grounds of Windsor Castle has traditionally been the home for OCF’s anniversary event. This is an opportunity for the many friends and sponsors of the charity to meet/play with some of our members as well as for the Chairman to thank individuals for their continued support.

This year’s event, held on July 10th, was attended by HRH The Duke of York, Mike Tindall (husband of Zara Phillips), Bernard Gallagher (the former Ryder Cup player and Captain) and Bill Elliot the renowned golf journalist.

Preparation for the event takes place early each calendar year, involving close liaison with the Secretary of The Royal Household Golf Club, a wide range of OCF supporters/sponsors, the OCF membership and the Chairman because of his close personal contact with RHGC and other key individuals.

6. Financial and commercial management

The Events Manager has responsibility for annual expenditure of c. £85k, excluding his/her salary costs; this is mainly on hotel and golf related costs. Tight budgetary control and accurate monthly re-forecasting is important.

There are two particular areas where a proactive approach to managing the events programme budget is needed:-

· Hotel and event related expenditure

In planning the 3-day programme – and any other activity involving hotel accommodation – the Events Manger needs to ensure the charity secures appropriate value for money. Developing good personal relationships with hotel management, particularly when venues might be used over a number of years, will be essential.

Related expenditure might include costs for ancillary services (buggy hire, use of the driving range, etc) although these are normally offered without charge.

The charity uses three PGA teaching professionals for golf training. The associated costs vary but typically include an agreed rate for each 3 and 4-day event plus accommodation and travel expenses.

The Events Manager should consider carefully if existing arrangements are the best for each event or if there are alternatives to be considered. For example, for some events – and in particular if the 3-day programme should materially grow – use of local professional staff might be considered.

· Sponsorship of events

OCF’s golf and employment training programme has been established since 2010. As the charity moves into its fifth year a key challenge will be to secure local sponsorship of events. Success in this area was most recently achieved at Orlando in April 2014 where £7,000 was secured from an insurance technology firm.

The Events Manager must build relationships with businesses/enterprises that operate near to each OCF event (these might be known to OCF, referrals from hotel management or recommendations from golfing contacts) to secure funding and thereby reducing overall net costs. Local sponsors will need to be offered a ‘package’ to be agreed with the Managing Director but might include, for example, having their logos on OCF’s Twitter/Facebook pages and invitations to attend key OCF sponsor events (as well as promoting on their own website that “XXX Trading is proud to sponsor the On Course Foundation”).

THE CANDIDATE

Suitable candidates might come from a variety of backgrounds but, as a minimum, must play golf and have a strong passion/enthusiasm for the game. You should have good organisation skills, together with sharp commercial acumen.

For many OCF members, the Events Manager will be their first and most regular point of contact with the charity. Candidates should therefore have a natural ability to build relationships quickly and gain the trust/respect of event attendees and across the WIS community. It will be essential that individuals empathise with the challenges faced by the WIS community.