AcumenEdge Ltd –Job Description-Event Manager

The main tasks and responsibilities of this role are as follows:-

1. To develop existing AcumenEdge events
2. To initiate and develop new events in the B2B and B2C Sectors that take place during September to June and that make commercial sense.
3. Attract Sponsorship and Advertising Opportunities for New and Existing Events
4. To co-ordinate venue management
5. Organise facilities for car parking, first aid, public address systems, and security at each event.
6. Sell Trade Stand Space /Spectators and team Tickets.
7. Organise trade stand space
8. Negotiate prices with suppliers and contractors
9. Organise design of programmes, tickets, where required, posters and many other marketing support materials.
10. Building event marketing databases
11. Market and publicise the events
12. Oversee the dismantling and removal of the event, and clearing the venue efficiently.

Detailed Tasks:

Some of the detailed tasks required to complete the role of event manager will vary depending on the type of event and whether it is a B2B or B2C event. Typical activities include:

• researching markets to identify opportunities for events;
• liaising with clients to ascertain their precise event requirements;
• producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
• securing and booking a suitable venue or location;
• ensuring insurance, legal, health and safety obligations are adhered to;
• co-coordinating venue management, caterers, stand designers, contractors and equipment hire;
• planning room layouts and the entertainment programme, scheduling workshops and demonstrations;
• organising facilities for car parking, traffic control, security, first aid, hospitality and press;
• identifying and securing speakers or special guests;
• co-coordinating staffing requirements and staff briefings;
• selling sponsorship/stand/exhibition space to potential exhibitors/partners;
• arranging accommodation for exhibitors and/or delegates;
• preparing delegate packs and papers;
• creating, implementing and monitoring marketing and PR plans;
• liaising with clients and designers to create a brand/look for the event;
• liaising with newspapers, TV, radio and other media;
• writing press releases or briefs in order to gain maximum exposure for the event;
• organising the design and production of tickets, posters, catalogues and sales brochures;
• co-coordinating everything on the day(s) of the event to ensure that all runs smoothly;
• handling client queries on the day and troubleshooting exhibitor and visitor problems on the day;
• overseeing the dismantling and removal of the event, and clearing the venue efficiently;
• Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).

For the Rugby Events the two main job roles to be completed on the days of the competition are Age Group Manager and Pitch Marshal. The Events Manager will be expected to fulfill one of these roles as well as being able to brief temporary event managers on each role.

With this role is a substantial amount of telemarketing, and direct marketing to sell all the events, sell trade stand space and attract sponsorship. To quantify the telemarketing requirements you will be expected to sell sufficient tickets in advance for each event that makes it profitable to a pre-agreed number and level. This could mean making 100-120 telephone call attempts resulting in 40 good conversations during a four hour period.

Age Group Manager

The main role of the Age Group Manager is to run the schedule of rugby matches for your Age Group on time, safely and in accordance with the schedule. To do this you will need to manage your pitch marshals, and liaise with team coaches and referees. The management of players (children) is to be done only by their parents and respective club and team coaches.

1. Before teams arrive you may have to erect your gazebo, as provided, set up your table, chairs and all your bits and pieces so arrive well in time.
2. Ensure before teams arrive that you have at least one rugby ball (size 3 for ages 7-9, size 4 for ages 10-12) per pitch, you know who is playing on each pitch and which other team is providing the referee for each pitch.
3. Ensure Pitch Marshalls know which pitch they are managing and ensure they know the schedule for their pitch. Then they must ensure they find the first two teams and referee for their pitch.
4. All teams participating in your age group will register at your Age Group Manager Station-get to know the face /name of each coach / team manager for all your teams.
5. Get to know the referees as they will be especially useful because you will be asking them to fill in here and there and referee games they were not down to do.
6. Complete the results sheets and boards.
7. Keep the PAC (Public Address Centre) informed of results by runner-who will be sent from the PAC on a regular basis.
8. During matches ensure the pitch marshals are thinking ahead and getting the next teams and referees ready for the next games-think ahead.
9. It is important to run to time, as young children get tired at these tournaments, especially if they have to stay longer than planned and all participants like the whole event to move quickly but efficiently.
10. Finally the event should be fun –so smile and talk with players, coaches, referees and parents.

Pitch Marshall

The main role of the Pitch Marshall is to run the schedule of rugby matches for your Pitch on time, safely and in accordance with the schedule. To do this you will need to liaise with team coaches and referees. The management of players (children) is to be done only by their parents, and respective club and team coaches.

1. Know which pitch you are managing. Ensure you have the right size of ball (size 3 for ages 7-9, size 4 for ages 10-12).
2. Ensure you have a schedule of all the matches taking place on your pitch.
3. When teams register try and get to know the faces /names of each coach / team manager for all your teams and referees. Find out where around the venue your teams have based themselves-they normally bring a tent or tarpaulin to sit on-so you are able to find them quickly for their next game.
4. Build good relationships with referees as you may need to call on them alot and more than in the schedule as some teams may not bring a referee, as promised.
5. All teams have been told to be by the side of the pitch, ready to play 10 minutes prior to commencement.
6. Before the game ends ensure you have the next set of teams and referee ready to go.
7. Give each referee, just before the game, the score card to complete for each game
8. As soon as each game ends-take possession of the ball otherwise you will not see it again.
9. If a team in the schedule does not turn up to the event, try and bring the next game on your pitch forward.
10. Always think ahead making sure you have spoken to everybody involved in your next few games.
11. It is important to run to time, as young children get tired at these tournaments, especially if they have to stay longer than planned and all participants like the whole event to move quickly but efficiently.
12. Finally the event should be fun – so smile and talk with players, coaches, referees and parents.

Direct Marketing / Telemarketing

AcumenEdge is a direct marketing company and does do B2B outbound telemarketing for clients.  

This list is not exhaustive or definitive so you maybe required to do other tasks not listed above.

To apply please send your CV to rugby@acumenedge.co.uk