Hospitality & Events Executive

The core Events team forms part of RPC's Brand, Clients & Marketing (BCM) department with the successful applicant reporting directly to the Senior Events Manager. This role supports the events function as well as the wider BCM team., Hospitality (50% of role)

• Own the business case process for RPC hospitality assets, working closely with fee earners and Business Development team to allocate tickets/matches


• Stay up-to-date with hospitality opportunities for the firm


• Work closely with external hospitality providers for ADHOC ticket and package requests


• Coordinate tickets, menu selection, dietary requirements and wider logistics for all hospitality bookings


• Continually seek to improve internal processes to ensure swift and effective allocations of hospitality assets


• Work closely with the Senior Event Manager to manage several hospitality partnerships/sponsorships


Events (50% of role)

• Independently manage events briefed in by the Business Development team (via the Senior Event Manager) for in-person, virtual and hybrid events


• Project lead events by identifying key milestones, stakeholders and goals


• Work closely with in-house teams at RPC's offices including catering, reception, AV and facilities to execute in-house events


• Conduct external venue searches (via RPC's venue sourcing agency) if required


• Negotiate terms on external venue/supplier contracts (with the support of RPC Risk team)


• Build and manage webinars/meetings on Zoom and Teams for virtual and hybrid events


• Liaise with Business Development and Client Relationship Management (CRM) colleagues to produce invitations, mailing lists and event collateral/merchandise


• Update RPC website with event details


• Liaise with external event suppliers where relevant


• Work closely with EAs and Administrator to prepare badges and couriers for events


• Create running orders and AV schedules


• Accurately track event budgets and manage invoice processing


• Operate on-site registration and event support


• Post-event debriefs and reports, highlighting constructive outputs for future events


• Update the Events hub on the firm's intranet (EDGE) with latest guidance, ideas and information


• Accurately track event statistics for Executive committee (ExCo) reports including turn out rates and cost per head


• Actively research new industry trends for events, entertainment, merchandise, venues and hospitality


• Create and maintain user guides for Events team and wider firm


• Create regular internal newsletter with a summary of events activity across RPC, new trends, new openings etc.


• Support Events Executive and Senior Event Manager on wider activities when necessary


• Form part of the internal social committee to give guidance and ideas for employee-based events


Marketing

• Work closely with wider BCM team on events-related matters including Digital Marketing, PR and Internal Comms


• Liaise with stakeholders


• Help draft content for campaigns where required i.e. social posts, publications etc.


• Work with Creative team to produce marketing and promotional materials for events, sponsorships or campaigns


Working conditions

• Monday - Friday, 0930-1730 with flexibility to start earlier or finish later when required for ad-hoc out of hours events
  
  Experience of using Slido, Zoom and Teams (desired but not essential)


• Good knowledge of London and Bristol based caterers, event production agencies, entertainment agencies, venues and florists (desired but not essential)


• Demonstrates a growth mindset and is committed to lifelong learning to build knowledge and expertise.


• Delivers a [internal and external] client experience that exceeds expectations.


• Demonstrates an organised approach to their work. Plans, prioritises and uses technology to work efficiently.


• Works commercially to achieve the objectives of the team/firm.


• Collaborative and works effectively in a team.


• Develops strong working relationships.


• Delegates work effectively.


• Committed to being part of a supportive, inclusive and collaborative firm culture.
  
  The Events team manages in-person, hybrid and virtual events for clients and RPC employees. Events range from seminars for 40 people up to drinks receptions and conferences for 300+ as well as the occasional smaller function for key clients. Events are held at our UK-based offices and external venues across London and Bristol. RPC's Hospitality offering is also managed by the Events team including rugby, football, tennis and theatre.