Hospitality Operations Team

Location:          Octagon, London. Hybrid / Flexible role

Contract type:  Fixed Term Contracts, Jan – September 2024

Reports to:        Account Director  

The Octagon Hospitality & Events Team currently have multiple roles available to help us through a very busy summer ahead. We are looking strong Senior Event Executives to Event Managers looking for their next move working on some of the most iconic sporting events in the world!

This summer we’re working on an incredible line up of events such as the UEFA Champions League Final, Wimbledon, The Open, Paris 2024 Olympics, 2024 UEFA Euro as well a high-profile music events from Tomorrowland to the VMAS in NYC.  

Candidates will have relevant experience in the creation and delivery of hospitality programmes in the sports and / or major events landscape and will need to be capable of working on multiple projects simultaneously.

You will work with the project leads to plan and manage all elements of the operational delivery of the project as well as onsite delivery.

• Plan and manage the onsite operations through bump in, event time and bump out establishing effective operational and communication systems
• Effectively manage changes to the project throughout planning and on-site phases
• Preparing briefs and sourcing multiple quotes for 3rd party services, looking for cost effective measures and always working in line with procurement procedures
• Develop and manage relationships with suppliers for services including local staffing, host city activities, transportation
• Assist in key components of sports & music hospitality programmes such as ticketing, accreditation, branding and merchandising
• Ensuring vendor risk assessments are conducted and documentation provided and that all venues and services are compliant with Health and Safety legislation
• Provide support to client in consultation with the account team and coordinate where requested any pre-event site trips
• Support any client or guest communication requirements as directed by the client and in consultation with the Account Directors / Head of Events
• Establish specific staff training needs for project including for the client team working at the venue
• Develop training and operational manuals to ensure the wider team has thorough knowledge of all procedures

Administration support as required, including

• Hospitality PMO Management
• Status documents and preparing and sharing of meeting minutes
• Support with the financial processes including vendor payments, collating insurance documentation
• Assist with the management and reconciliation of event budgets
• Development and delivery of pre-and post-event reporting

Additionally…

• A willingness to help to support other hospitality programs and events as they arise both within the UK and Europe, with your savvy logistics knowledge
• Onsite hosting as required

This is not an exhaustive list, and all team members will be expected to contribute to any other aspects of the program, as necessary

Qualifications:

• Previous experience in an event operations environment at a large-scale event with a demonstrable understanding of transport, hotel, and staffing logistics
• A team player
• Strong attention to detail; ability to prioritize multiple tasks and produce quality work within deadlines
• Excellent IT skills, advanced Excel user, confident using different digital platforms and devices
• Strong communications skills, both written and verbal
• Project management experience
• Additional languages a plus (not mandatory)
• Willingness to work weekends and non-traditional hours, as required
• Willingness to travel internationally

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