Event Manager – Eastbourne

We have an exciting opportunity for an experienced Event Manager with 5+ years of management level work experience within Events, to work closely with the Tournament Director to deliver the WTA500 and ATP250 Eastbourne International events. The annual cycle for this role involves approximately 7 months planning, 3 months of transition in the ‘readiness’ phase and into tournament delivery (including the build of all temporary event infrastructure), and 2 months of tournament wrap-up and debriefing.

Operational Planning and Delivery

· Ensure all tournament operational requirements are delivered to a high standard, according to WTA & ATP regulations and within set timeframes, by employing event management best practice, to include areas such as temporary structures, catering, security, health & safety, transport, technology, signage, venue services, cleaning, waste management, merchandise, hotels, accreditation and spectator facilities.

· Manage the appointment of the necessary services & suppliers, being accountable for agreeing contractor/supplier contracts as well as managing the contractor relationship end-to-end, ensuring all services and supplies meet the required standards and expectation and in compliance with the relevant health and safety procedures and following industry standards, as advised by the Event Safety Officer.

· Take responsibility for the delivery of the Event Management Plan, liaising with other members of the team on the completion of their areas, ensuring the Plan is submitted to the Council as per their deadlines, including Event Control documentation and Emergency Evacuation and Incident Response plans.

· Facilitate the implementation of the event’s sustainability policy, inclusive of objectives and measurements, so that it can be integrated into planning, delivery, review and reporting, as well as working alongside internal and external stakeholders to help identify and challenge current ways of working and best practice, with sustainability plans built into all relevant contractor agreements.

· Work with the LTA’s Hospitality team on their event requirements and coordinate planning and delivery across all areas of this provision.

· Manage the ticketing process from an event perspective, liaising with the LTA’s Ticketing Team and external stakeholders, while ensuring smooth delivery of the on-site box office operations.

· Be the main point of contact for day-to-day local authority liaison, managing the traffic management, hoarding licenses, onsite parking, TMO and highway team requirements.

· Lead on the provision of Show Presentation for the tournament, identifying opportunities for delivery, managing budgets, working with the commercial team on partner obligations and implementation of the operational plan.

Workforce

· Work with the Integrated Planning Manager (who supports all Tournament teams) to develop an event workforce plan to ensure suitable resourcing of all event operational areas, liaising with the local Borough Council to implement plans.

· Where necessary, manage the recruitment of temporary personnel and necessary training & line management duties and/or work with the local Borough Council to management recruitment process.

· Provide the required guidance and event details for the successful implementation of larger workforce groups, such as officials, ball crew, stewards.

Budget

· Responsible for managing designated budgets for the specific operational projects outlined above, ensuring that costs are challenged and negotiated with suppliers to deliver best value for money.

· Ensure that any unexpected expenses are flagged in advance and impact reduced as far as possible via practical problem solving.

· Work closely with the Tournament Director to identify efficiencies, innovation and growth opportunities while ensuring the event and commercial objectives are supported and met.

Onsite Responsibilities

· Coordinate contractor/supplier install and delivery across all projects, within budget and schedule and to a high standard, working closely with the Event’s Site Manager & Safety Advisor & local Borough Council.

· Point of contact for event services contractors, dealing with any onsite queries relating to the maintenance of services during the build, live dates and de-rig of the events.

· Line manage the event’s Head of each working group to ensure a collaborative and seamless joined up delivery.

· Work closely with the local Borough Council to ensure that the site is presentable and in an appropriate condition to be opened to the general public each day.

· Pre-empt and trouble-shoot problems which arise onsite and deal with last minute requests from various stakeholders.

Debriefing and Event Development

· Follow the cross-tournament event review process to lead on the Eastbourne post-event review, ensuring robust debriefs are carried out as necessary and a clear plan of improvement/development is identified to implement into the following year’s event plan.

Other Events

· Opportunity to support the Events Team at other designated tournaments within the international calendar, as required & time allows.

General Requirements

· Follow the integrated planning processes that are being implemented across all Tournaments to ensure the LTA has consistent high standards across all areas of all events.

· Liaise with external contacts such as the WTA, ATP, ITF and other sporting governing bodies as required.

· Provide outstanding customer service to tennis stakeholders and visitors, responding quickly with true personal ownership and responsibility in a world class working environment.

· Be an ambassador for the vision of the LTA both internally and externally communicating and promoting the vision and direction of the LTA with passion.

· Build, manage and maintain strong inter-departmental relationships and communication within the organisation and work in partnership with other team members.

· Use initiative to make suggestions to improve the working situation within own area of work and the LTA as a whole.

· Cooperate with measures introduced to ensure there is Equality of Opportunity.

Comply with all aspects of the LTA’s Health and Safety Policy and arrangements