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Venue Hire Manager - The Wallace Collection

Venue Hire at The Wallace Collection

The Venue Hire team is part of the Commercial Department that unites the Venue Hire, Retail, and the Restaurant franchise functions at the Wallace Collection. The department makes a significant contribution to the self-generated income of the Collection, which in turn supports the purpose and key objectives of the Wallace Collection; free public access, a creative learning programme, audience development initiatives, scholarly research and the conservation and curatorial programme.

The Venue Hire team is responsible for an annual income target through event, commercial filming and photography hire, and for providing logistical support and expertise on larger scale museum events such as exhibition openings. The department is comprised of the Venue Hire Manager and two events officers, overseen by the Head of Commercial Hire and Hospitality. The Venue Hire Manager has key responsibility for the marketing of the department; securing the profit target and developing strategies to sustain or increase the income. For a breakdown of our venue hire opportunities, please refer to the Wallace Collection website wallacecollection.org/events

Overall Purpose and Role

• To deliver an agreed income target through the hire of the Wallace Collection as a venue for events and commercial filming and photography, whilst maintaining minimum expenditure

• To ensure that all events, commercial filming and photography projects are delivered to the highest standards of customer care, are seamlessly co-ordinated and duly observe H&S regulations and best practice whilst safeguarding the artworks and fabric of the Collection

• To contribute to management decisions at the Collection and ensure effective communication across all departments

KEY RESPONSIBILITIES

Strategy and Business Development

• With the Head of Commercial Hire and Hospitality, create an annual strategy to meet agreed income targets, with clear expectations of events at each level and maximising the number and therefore the income at the higher level whilst monitoring and actively minimising expenditure, especially around the internal costs of staging events

• Implement a sales and marketing plan for events and location hire, ensuring that the plan is aligned to actual and projected revenue targets and overhead management and oversee content creation and dispersal

• Have responsibility for the venue hire budget, ensuring financial data is up to date and accurate and reporting regularly on revenue and expenditure to the Head of Commercial Hire and Hospitality and SMT Oversee the management of a pipeline of prospective business and identify new opportunities

• Develop excellent working relationships with auxiliary contractors – principally caterers and colleagues in the Wallace Restaurant and also florists, production companies and entertainment agencies – and work with them to maximise business opportunities

Venue & Location Hire

• Personally deliver a percentage of the annual events target by instigating and proactively managing client events and commercial filming and photography enquiries, client site visits, supplier introductions and operations meetings

• Liaise with clients to deliver all events to an exceptionally high standard and to maximise their potential, providing guidance and expertise on use of budget, choice of space and accredited suppliers

• Have overall managerial accountability for the successful execution of all events and location hire projects

• Establish excellent working relationships with internal event support departments to ensure smooth output delivery. This will include regular communication, cross team briefings and direct liaison with the Head of Operations, Security Supervisors, Gallery Managers and the Conservation and Curatorial departments to maintain clear channels of communication relating to all events and location hire

• Ensure that the artworks and fabric of the Collection are safeguarded in every circumstance, and that they take precedence over all else

• Contribute to key museum events, such as exhibition opening nights and larger scale Press & Communications filming and Development or public evening events, through counsel and leadership on logistics and occasional live event management

• Represent the Collection at external networking functions to raise the profile of the venue as a film friendly location and cultivate healthy working relationships with events and film agencies and bodies, such as Film London

Policies and Procedures

• Contribute to a suite of policies and procedures for events, making recommendation for improvement and revision as required

• Review the Collection’s list of accredited suppliers on a rolling basis, looking for improvement to services offered in regards exceptional standards, stylistic diversity and a range of cost brackets

• Prepare monthly reports on progress and quarterly reports for the trustees of the Wallace Collection, and end of year results

• Efficiently manage all paperwork connected with venue and location hire and auxiliary contractors e.g. contracts, invoicing, scheduling, RAMS documentation etc

Team Management and Cross Team Working

• Overall and day to day managerial responsibility for the events officers, including conducting annual and interim appraisal, absence management, recruitment, development and induction of new team members alongside handling of performance and conduct in liaison with HR

• Manage the department’s flexi-time way of working when time off in lieu is taken, to ensure the office is always covered

• Communicate effectively and work collaboratively with relevant internal teams, to ensure that events are planned and executed successfully

• Train and brief staff on the systems and procedures for the smooth running of an event

• In collaboration with the Digital Systems Officer and relevant departments, maintain and update the museum-wide CRM system and utilise its functionality as appropriate in the planning, execution and analysis of events

• Assist the Head of Commercial Hire and Hospitality with recruitment where necessary

PERSON SPECIFICATION

Essential Skills and Competencies

• At least 3 years or more of experience within events management in the cultural and/or heritage sector

• Experience of staging major events such as galas, large scale formal dinners, film shoots etc

• Working knowledge of H&S regulations and best practice within a museum and/or events and filming context and experience of writing and/or reviewing risk assessments and method statements and applying for TENs as applicable

• Ability to attract new clients to the Wallace Collection, with aptitude in client presentations, sales calls and new client identification

• Ability to work flexibly and successfully across teams and hierarchies and build relationships at all levels including excellent interpersonal skills and evidence of ability to influence decision making

• Highly organised, with the ability to manage multiple priorities with conflicting demands in a high pressured environment

• Demonstrable people management skills with experience in motivating and managing a team of staff

• Excellent attention to detail and honed administration skills, including high level of proficiency with Microsoft Office/Office 365 and use of CRM systems

• Excellent written and verbal communication skills

• Proven marketing and sales experience and negotiating skills as well as experience of producing and disseminating marketing copy across multiple media and online platforms

• Previous budget management experience, particularly when working within restricted budgets

• Experienced in client liaison, both in corporate and private spheres, and managing expectations to the highest level whilst respecting and adhering to the limitations of a cultural venue

• Experienced in managing and working with a wide range of external and internal suppliers with the ability to oversee, devise and manage operational procedures to the highest standards, whilst appreciating the need to establish KPIs and identify inefficiencies

• Experienced in information management including compiling and presenting information to a wide variety of audiences from Trustees to future partners and stakeholders

• Willingness to work evenings on a regular basis and occasional early mornings and weekends

Desirable Skills and Competencies

• Industry related training or qualifications such as Personal Licence, IOSH training etc

• An understanding of the arts and an appreciation of the needs of a national museum in terms of its collection and how it operates as a non-departmental public body

Contact: 

For further information including a full job brief and how to apply visit Jobs at the Wallace Collection | Current vacancies | Join the team - The Wallace Collection or email recruitment@wallacecollection.org. Please note late applications or applications via a CV will not be considered. Appointment to the role is subject to a satisfactory Basic Disclosure check. The Wallace Collection is an equal opportunities employer and welcomes applications from all sections of the community

Deadline: 
Sunday, September 26, 2021 - 23:45
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