Scope of Contract for Unique Venues of London Event Management (Freelance)

Purpose of the Contract:

Unique Venues of London is the leading consortium of over 80 unusual event venues around London. It hosts 6 member meetings per year, each providing a platform for UVL business and the London events market. Each meeting is held in a different member venue

In addition UVL hosts standalone events ranging from Expos which showcase the entire membership to potential smaller client events, evening talks and receptions

Scope of Work                       

The (freelance) event management will take direction from the Managing Director of Unique Venues of London as well as the Board members who manage the UVL Events Working Group

Member meeting main responsibilities

• Researching with the Events Group potential venues to host the 6 members meetings and confirm these 4 - 6 months ahead of the date of the meeting
• To liaise and communicate with the UVL MD, UVL Events Group and the Board of Unique Venues of London on the meeting schedule, topics and host venues  
• To attend the UVL Events group meetings as and when required
• Maximising the marketing and PR opportunities of each event working closely with the UVL appointed PR company
• To identify relevant speakers, panel members and suppliers to participate at the event two months in advance of each meeting
• To liaise with suppliers leading up to and on the day of the event 
• To manage the lead up to the event, the event day and post event get out
• To efficiently deal with any queries or problems which arise
• Manage expectations and work with all parties to achieve a successful event
• Ensure each member event is managed according to each venues House Rules adhering to relevant H & S legislation

Stand-alone events main responsibilities

• To assist the UVL MD and Events Group with the management of these events.
• To identify relevant speakers, panel members and suppliers to participate at the event  when requested
• Efficiently deal with any queries or problems which arise with the organisation of these events
• To maximise the marketing and PR opportunities of the event working closely with the UVL appointed PR company
• To manage expectations and work with all parties to achieve a successful event
• To ensure the event  is managed according to the host venues House Rules adhering to relevant H & S legislation
• To collate feedback from both the membership and guests if requested

Scope of Activity

Unique Venue of London membership meet 6 times per year - currently on the following months: January, March, May, July, September and November.

The membership meetings are held only at member venues.  Most of the meetings are held in the afternoon, however this can be flexible.  The Event Group will decide the timings of each member meeting

Unique Venues of London organises its own showcase.  It is our aim to hold at least one event per annum.

At present there are no plans for ad hoc smaller events or talks in the 12 month contract period

Contract Value:

£5,250k - anticipate the contract taking approximately 21 days to fulfil in a 12 month period.