Events Duty Manager

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Who we are

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business.

We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge and it is our team of behind-the-scenes heroes that bring every intricate detail to life.

As one of the world's leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the

past; we're driven by the pursuit of excellence in everything we do.

From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a Global lifestyle brand, wrapped around the world class horse racing we run.

At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint. From eco-friendly initiatives to community engagement programs, we strive to make a positive impact on both the environment and the lives of those around us.

What we are looking for

We are currently seeking an Events Duty Manager to join our EAA department, based in our offices at the racecourse in Ascot, Berkshire.

What you'll be doing

The Events Duty Manager will co-ordinate with 1711 (catering operations team) and the Events at Ascot's sales team, to deliver outstanding events outside race days, which deliver both operationally and safely, whilst working within the requirements of other departments.

The role will assist the 1711 Events Operation Manager on the day to day running of events ensuring that car parking, stewarding, design, technology, site layout and infrastructure as well as health and safety are considered and to be the conduit into the Operations, Facilities and Property Departments. Catering and soft services will be overseen by 1711. For larger events which require additional infrastructure or in-dept technical and AV requirements this role will take the lead on delivery both in the run up and during the event to ensure that the event runs seamlessly for the client and with ease across the business.

There will be some Ascot 'owned' events outside racedays which this role will also take the lead on. In the past these may have included - Drive in Cinemas, Air races, Garden Shows and BBQ Festivals, amongst others.

The role would be responsible for health and safety planning and any other relevant local agency permissions or licenses. Support will be provided by the Event Safety Manager and Event Build Manager to ensure compliance for all events, either Ascot owned or Third Party.

The Event Duty Manager will have responsibility for working within budgets agreed with the EAA sales & team, they will also work with Heads of Departments to understand the feasibility of events, return on investment, marketing, and communications strategies, as well as exploring any diary clashes with other events. It is essential that the Event Duty Manager lives by the values of 'The Ascot Way', commercial values and effectively delivers a strong brand identity through each project. The Event Duty Manager will be responsible for operational client management in the case of joint ventures and co-ordination with the event partner for existing events and future concepts.

This is an active role in a highly focused customer environment, working often outside, in all weathers. Some out of hours and weekend working will be required. Support for some of the large-scale racing events may also be required from general team support to specifically sector managing an area or Enclosure.

• Co-Planning with 1711 Planning team and Ascot event planners delivering large-scale events for Events at Ascot clients to include: Exhibitions, Conferences, Summer Parties, Weddings, Away Days, Filming, Large-scale Christmas Parties and any bespoke or unusual events
• Take over from the planning team post function sheet meeting, to take the event into deliver stages, ensuring any final amendments are communicated and organised with the relevant departments and client.
• Responsibility for successful delivery of allocated EAA Events through inter department co-ordination, creative problem solving and team working
• Responsible for the review and action plan to improve delivery for future EAA Events
• Collate the build-up and breakdown schedules for large scale events
• Ensure booking of appropriate duty managers, security, traffic marshalls are booked via the planning team and inline with the event budget.
• To pull together all briefing documents for any external staff booked for an event to ensure full transparency and clear instruction of what is expected
• Lead and manage event concepts through to delivery phase and budget reconciliation
• Deliver outstanding customer events experience
• Contracting and managing the existing contractors and recruiting new contractors where suitable to support the events
• Ensure all events are consistent with building the Events at Ascot brand and ensuring that all events adhere to the brand values
• Compile project timelines for new events
• Initial point of contact for all contractors, exhibitors, and performers for large scale events

Skills and experience you can bring

• Previous similar experience of project managing large scale events and green field sites
• Previous experience of starting up an event from scratch
• Have worked with or understand green and purple guides
• Experience of working on a large or multi-site venue
• Contract management and negotiation skills
• Health and Safety qualifications i.e., IOSH Managing Safely or higher, first aid & fire training
• Excellent administrative skills including PowerPoint, Excel, and Project
• Excellent oral and written communication skills at all levels
• Excellent Customer-handling skills

What you can expect from us

• A best-in-class welcome with a tailored induction and racecourse tour, as well as a wide range of training schemes to help with your learning and development
• Access to a range of wellbeing support for yourself and your family including a dedicated Employee Assistance Programme and Healthcare support app with 24/7 virtual GP access
• Opportunity to make an impact in our Volunteer week with a day out of the office to support local community and charity partners
• End of year offices closed (extra 2 days annual leave added to your entitlement)
• Complimentary race day entry for friends and family
• Exclusive discounts in local shops and cafes
• Exclusive discounts from selected partner brands and suppliers

And let's not forget, invitations to our monthly social nights as well as annual parties and afternoon-teas to celebrate our most special occasions throughout the year.

What sets us apart from the rest

We take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award-winning 'Racing To Zero' sustainability actions, or our forward thinking employee benefits including flexible working and menopause policies, as well as health and EAP support access.

We are also proud of our community outreach which includes a volunteering week for all employees to spend time supporting local charities.

Our Diversity and Inclusion Vision

We are committed to ensuring guests from all backgrounds and communities feel welcome at the Racecourse and are working to ensure our internal teams are nurtured within a supportive and inclusive environment. Our mission is to eliminate discrimination and prejudice of any kind at our venue and throughout our business. By educating and implementing meaningful actions across all that we do, we can make certain that Ascot is a place for everyone to enjoy. As an equal opportunities employer, Ascot Racecourse is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our company.

How to apply

Applications will close on 20 December 2024. We reserve the right to close this vacancy early should a suitable candidate be identified.

For assistance with your application or should you require an alternative application format, please contact [email protected]