You will be key in both supporting and working alongside the planning and operations team during the planning, event delivery and on-site operational management of our event-related projects. An administrative and event project focused role, the post holder will need to have excellent communication and computer skills, be able to prioritise tasks and have some experience in the events and festival industry. The role will be split between event project delivery tasks and bar management/bar staffing planning and administrative tasks.
Although this role is for an immediate start, you will need to be available for the summer period (May – August 2023) inclusively and be able and willing at times to stay on-site at events. The role includes some weekend working.
The role will be based at our office in the West Dulwich/ West Norwood area (SE27) with the possibility for some flexible working particularly outside the outdoor event season.
About Avalon & Bar Live Events
Avalon Bars and Events Ltd (which also t/a Bar Live Events) specialises in the planning, production and operational delivery of comprehensive bar and drinks related concession solutions at many of the UK’s leading music festivals and outdoor events. Avalon Bars and Events partner exclusively on the provision and management of many of the public bars and alcohol product placements at Glastonbury Festival. Whilst Bar Live Events delivers bar projects outside of this remit and at events such as Cambridge Folk Festival, Hyde Park Winter Wonderland and Riverside Festival Glasgow. For more information, please visit www.barlive.co.uk
To Apply
Applicants should send an up to date CV that outlines their work experience to date, along with a cover letter giving reasons why they are suitable and interested in this position. The cover letter should also include a short paragraph explaining what they hope to learn and achieve in this position.
Main duties and responsibilities
Project delivery and operations
- Delivering project elements through from beginning to end. E.G assisting with the researching and ordering of event infrastructure and key event items.
- Raising purchase orders and maintaining records
- Researching and booking transport and hotels where required
- Responsible for the delivery and show-management of staff and crew welfare at events
- Printing and production of relevant event paperwork.
Staffing
- Administering, and developing our online recruitment & employee portal (PAAM)
- Assist in developing suitable and effective recruitment strategies to grow the staff database
- Assisting with the recruitment of staff for events, including independent recruitment and working along staffing agencies
- Co-ordination of staff on site – arrival, briefings, rotas, welfare and queries
- Assisting in the delivery of pre-event training programmes and onsite inductions
- The creation of and supply to staff relevant documentation including job descriptions, event info, licensing documentation, timesheets, rotas, bar management folders
- Assisting with ensuring ‘eligibility to work’ protocols are met
- Assisting with the management of paid staff timesheets for payroll post event
- Ordering staff uniforms and wristbands Assisting with the accreditation of employees whilst onsite
- Assisting Event Staffing Manager with delivering of training to the bar staff
- Assisting with accreditation of bar staff on site
Other
- Producing mail-outs to staff and maintaining an online presence with our independent staff network via social media
- Develop a social media plan and oversee the company social media accounts
- Assisting with reconciling invoices vs credit notes General administrative and office duties
- Any other work as required as part of the team’s development
Person Specification
Essential
- At least 1 year experience of the festival and/or events industry
- Highly organised
- Able to work under pressure
- Innovative approach to problem solving
- Project management skills
- Eye for detail and highly organised
- Excellent interpersonal and written communication skills
- Understanding of event production and management
- Excellent administration skills IT skills – knowledge of Word, Excel and PowerPoint
- Be able to travel UK with overnight stays
Desirable
- Full UK driving licence
- Experience with volunteers and staffing
- Experience of alcohol licensing regulations
