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About the Role

We are looking for a highly organised, proactive and personable Community Christmas Day Event Coordinator to take the lead on planning, coordinating and delivering BAC's annual Community Christmas Day Party. This is a hands-on role requiring excellent organisational skills, strong communication and the confidence to take ownership of an event with multiple moving parts and a tight delivery deadline.

Responsibilities

Coordinate the planning, production and delivery of BAC's Community Christmas Day Party.
Develop and maintain a detailed event plan, timeline, task list and delivery schedule.
Coordinate with BAC's Production & Technical, Visitor Experience and Operations teams.
Oversee the planning and setup of the Grand Hall, including seating layouts, decorations, lighting, sound, entertainment and other event requirements.
Source, book and coordinate suitable entertainment and activities.
Coordinate the procurement and delivery of decorations, gifts, equipment, materials and other event resources.
Coordinate catering requirements and arrangements.
Ensure suppliers, entertainers, volunteers and delivery teams have clear schedules, briefs and information.
Support the preparation of event risk assessments and operational plans, ensuring health and safety and safeguarding procedures are followed.
Support and coordinate delivery on Christmas Day, ensuring guests and volunteers have a positive experience.
Prepare a detailed handover if unable to work on Christmas Day.
Manage the recruitment and call-out process for volunteers.
Act as the main point of contact for volunteers, monitoring the volunteer inbox and following up enquiries.
Coordinate volunteer onboarding, relevant checks, inductions and briefings.
Develop and maintain volunteer rotas, assigning clear responsibilities and ensuring appropriate cover.
Communicate schedules, expectations, practical arrangements and responsibilities to volunteers.
Ensure volunteers feel welcomed, supported and confident.
Manage the Christmas Day guest list, including invitations, bookings, confirmations and attendance records.
Monitor the Christmas Day inbox, responding to enquiries and confirming details with guests.
Collect and coordinate dietary requirements, access needs and travel arrangements.
Maintain accurate and confidential guest records in accordance with data protection procedures.
Build relationships with local community organisations, charities, referral partners and neighbourhood networks.
Lead on communications to community partners and local networks to promote the event.
Distribute invitation posters and promotional materials.
Help ensure the event reaches people who may benefit from connection and community on Christmas Day.
Provide a friendly, accessible and respectful point of contact for guests, community partners and volunteers.
Work within the agreed event budget, monitoring expenditure and keeping accurate records.
Source donations, gifts, goods and services from local businesses and community partners.
Coordinate purchasing, supplier arrangements, invoices and other event administration.
Maintain accurate event information, contact lists, schedules and planning documents.
Organise and attend planning meetings, recording actions and following up.
Provide regular progress updates, identifying risks or issues and proposing solutions.
Support a short post-event review and handover of information.
Work collaboratively with colleagues across BAC.
Ensure BAC's commitment to access, inclusion, sustainability and community is reflected.
Follow BAC's policies and procedures.
Undertake other reasonable tasks relating to the successful delivery of the event.

Requirements

Understanding of the practical requirements involved in planning and delivering events.
Experience organising and coordinating events, projects or community activities.
Experience managing multiple tasks, schedules and deadlines.
Experience communicating with a range of stakeholders, suppliers or members of the public.
Experience using Microsoft 365, particularly Outlook, Excel and Word.
Understanding of community engagement and working with people from a wide range of backgrounds.
Knowledge of health and safety and safeguarding considerations for public events.
Familiarity with theatre, arts venue or community event operations.
Experience coordinating event production, technical requirements or venue setup.
Experience managing event budgets, sourcing donations or negotiating with suppliers.
Experience organising events for people with a range of access or support needs.

Skills

Excellent organisational and administrative skills, with strong attention to detail.
Confident, warm and professional communication skills, including the ability to speak with guests and volunteers over the telephone.
Ability to work independently, take initiative and see tasks through to completion.
Strong interpersonal skills and the ability to build positive relationships.
A flexible, proactive and hands-on approach.
Willingness to get involved in practical event preparation.
Ability to work calmly under pressure and respond positively to changing circumstances.

Location

Battersea Arts Centre
Remote may be available

Work Type

Fixed term
Part-time
Hybrid

Experience Level

Not specified

Education Level

Not specified

Salary/Compensations

£18.35 per hour
Triple pay hourly rate for hours worked on Christmas Day (25 December)

Benefits

Annual leave accrued at a rate of 12.07% of worked hours.

About the Company

BACs values reflect the motto inscribed the walls of our old Town Hall building “Not for me, not for you, but for us”. We are inclusive and kind.

Equal Opportunity

We can provide a BSL interpreter if required.