Venue and activities coordinator Work, Jobs in Loans, Say (with Salaries)

Event Coordinator
BiP Solutions —Glasgow
- £28,000 - £32,000 a year
- Full-time
- Continuous improvement
- Travel
- In-person
- Employee discount
- Gym membership
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4d

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Event Coordinator

BiP Solutions
Glasgow

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Job details

Permanent | Full-time
£28,000 - £32,000 a year
4 days ago

Benefits

Company pension
Discounted gym membership
Employee discount
Gym membership
On-site parking

Qualifications

Cost management
Stakeholder collaboration
Stakeholder liaison
Process improvement
Internal department liaison
Cost control
Event management experience
Continuous improvement
Partnership building
Risk management
Project schedule tracking
Event planning assistance
Events management
Multi-channel digital marketing campaigns
AI
Event logistics scheduling
Communication skills
Marketing
Project cost estimation
Project progress tracking
Event supplier negotiation

Full job description

Role purpose

The Event Co-ordinator is responsible for the end-to-end co-ordination and delivery of a varied portfolio of events and awards programmes. The role translates agreed business, audience and commercial objectives into well-planned, professionally executed experiences, working across internal teams and with sponsors, partners, venues and specialist suppliers. It combines disciplined project management with creative judgement, strong stakeholder service and hands-on operational delivery.

Role scope and context

Co-ordinate multiple events and awards activity concurrently, from initial brief and launch through delivery, evaluation and financial close.
Operate within agreed budgets, governance, brand standards, accessibility expectations and health and safety requirements.
Act as a central point of co-ordination for internal contributors, sponsors, partners, speakers, judges, entrants, delegates, VIPs and suppliers.
Work flexibly to support event delivery, including occasional travel and out-of-hours activity where required.
Exercise judgement on day-to-day delivery decisions and escalate material budget, reputational, contractual, safety or programme risks promptly.

Key accountabilities and responsibilities

Portfolio and project planning: Translate event briefs into clear delivery plans covering objectives, audiences, scope, milestones, dependencies, responsibilities, approvals, communications and contingency arrangements. Maintain accurate plans and provide timely progress updates.
Budget and commercial control: Prepare cost estimates, raise purchase requirements, track commitments and expenditure, check invoices, support supplier negotiations and complete post-event reconciliations. Identify opportunities to improve value while protecting quality and experience.
Stakeholder and partner management: Build trusted working relationships with sponsors, partners, senior stakeholders and internal teams. Clarify expectations, provide regular updates, secure decisions and ensure agreed benefits, deliverables and service standards are fulfilled.
Marketing and audience development: Support the development and delivery of integrated campaigns across email, LinkedIn, websites and partner channels. Co-ordinate content, assets, schedules, approvals, data and calls to action, using performance insight to strengthen reach, conversion and attendance.
Venue, supplier and logistics management: Research and assess venues and suppliers, develop briefs, co-ordinate proposals and site visits, and manage delivery across audio visual, staging, catering, design, print, signage, registration, travel, accommodation, security and accessibility.
Awards programme delivery: Administer the awards lifecycle from launch and entry management through eligibility checks, judging, moderation, finalist and winner communications, production of ceremony materials and on-the-night delivery. Protect confidentiality, accuracy, fairness and auditability throughout.
Event content and production: Co-ordinate agendas, speakers, judges, hosts and contributors; prepare briefing packs, scripts, running orders and production schedules; and ensure event content is accurate, on-brand and aligned with intended outcomes.
On-the-day operations: Lead or support venue set-up, team briefings, speaker and VIP liaison, registration, supplier management, live running and breakdown. Resolve issues calmly and quickly, maintaining a safe, professional and welcoming environment.
Risk, compliance and inclusion: Maintain risk assessments, contingency plans and accurate records. Ensure delivery reflects relevant contractual, data protection, health and safety, accessibility and sustainability requirements, escalating concerns appropriately.
Evaluation and continuous improvement: Gather attendance, engagement, campaign, stakeholder and financial data; produce post-event reports; capture lessons learned; and implement practical improvements to processes, templates and future activity.
Technology and process improvement: Use event platforms, collaboration tools and AI responsibly to improve planning, administration, analysis, creative production and consistency, while applying appropriate judgement, information security and quality checks.

Key working relationships

Internal: Events, marketing, communications, commercial, finance, operations, leadership teams and other subject-matter contributors.
External: Sponsors, strategic partners, venues, production agencies, caterers, designers, printers, technology providers, speakers, judges, entrants, delegates and VIPs.

Person specification

Event and project co-ordination: Demonstrable experience of planning and delivering events, campaigns, awards or comparable multi-stakeholder projects from brief to evaluation.
Organisation and prioritisation: Strong attention to detail and the ability to manage competing priorities, dependencies and deadlines across several workstreams.
Communication and relationships: Clear, confident written and verbal communication, with the judgement to adapt style for senior stakeholders, partners, suppliers and event participants.
Commercial and financial awareness: Experience of tracking budgets, costs, purchase activity, invoices or campaign performance, with a focus on value and accurate control.
Operational judgement: A practical, solutions-focused approach; confidence under pressure; and the ability to anticipate risks, make timely decisions and escalate appropriately.
Digital capability: Confidence using standard productivity, marketing, event or collaboration tools, together with curiosity about responsible use of AI and emerging technology.
Creative and audience focus: The ability to contribute ideas while maintaining brand consistency and designing a high-quality, inclusive participant experience.
Collaboration and values: A proactive team mindset, personal accountability and a commitment to accessible, sustainable and respectful ways of working.

Indicative measures of success

Events and awards milestones are delivered on time, within approved budget and to agreed quality standards.
Stakeholders, sponsors, partners, speakers and participants receive clear communication and consistently professional support.
Attendance, engagement, entry, satisfaction or commercial objectives are tracked and achieved in line with each event brief.
Risks, issues and changes are identified early, documented and managed effectively, with no avoidable compliance or safety failures.
Post-event reporting is accurate and timely, and lessons learned result in measurable improvements to future delivery.
Processes, templates, data and technology are used consistently to improve efficiency, insight and the overall audience experience.

What’s on Offer

Contributory pension scheme
22 days + 8 Bank Holidays (increasing with service)
Birthday off
Health cash plan
On-site parking
Access to OVO Hydro Club
Discount on Gym Membership
Quarterly social nights and an annual awards night

Pay: £28,000.00-£32,000.00 per year

Work Location: In person

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