Events Representative

July 5 2024
Expected expiry date: August 3 2024
Categories Event, Congress, Banquet,
London, ON • Full time

LONDON PUBLIC LIBRARY is looking for a talented individual to join our team in a Permanent Full Time position as:

Events Representative

Summary

Reporting to the Coordinator, Wolf Performance Hall (WPH) and  Meeting & Event Services, the Events Representative, Wolf Performance Hall and Meeting & Event Services is responsible for event contracts, event planning and coordination, and assists in overseeing events in the WPH and system wide meeting spaces. This person is responsible for nurturing existing clients, seeking new business and increasing rentals of all LPL spaces. This position works to create exceptional experiences that make our spaces a destination. This person will work with the Marketing and Communications Department to develop and implement a publicity and promotion plan for the rental of the WPH and Library spaces. They work collaboratively with others and build positive relationships with internal and external clients to contribute to the achievement of the Wolf Performance Hall and Meeting & Event Services department and the Library’s strategic goals. This position also demonstrates leadership behaviours and actions consistent with the Library’s purpose statement, values and strategic goals.

Accountabilities

  1. Publicity, Promotion and Sales
  • Works with the Coordinator and Manager, Marketing & Communications to develop and implement a publicity and promotion plan for rental of the Wolf Performance Hall (WPH), Central 3rd floor, Reading Garden and branch meeting rooms to expand business opportunities, maximize sales revenue for venue rentals and to enhance the position and value of London Public Library.
  • Explores and utilizes new and emerging methods of customer engagement.
  • Promotes the WPH and Library space in the community and with Library strategic partners, such as Tourism London, London Convention Centre.
  • Develops leads and identifies potential customers; contacts to promote the WPH and Library space.
  • Provide input into and execute sales plan to achieve revenue goals under the guidance of the Coordinator.
  • Build and maintain prospects, track leads and report sales metrics.
  • Works with Marketing and Communications to identify, develop and evaluate rich, creative, and original written content for social media platforms and WPH newsletter.
  • Researches audience needs in order to develop communications and communications strategies that meet those needs.
  • Follows Library and legislated standards for privacy, anti-spam, copyright, licensing and other guidelines related to marketing and communications.
  • Remains informed of local trends in event management, attends relevant industry events and maintains association memberships as required.
  • Ensures all accessibility needs related to communications are identified, addressed effectively and meet accessibility requirements.
  1. Client Relationships
  • Working with the Coordinator, Wolf performance Hall & Space Rental Service cultivates, develops, builds and maintains relationships with key meeting and event planners, and performing arts and music personnel.
  • Provides exemplary service to internal and external customers.
  • Provides a full range of client supports, including provision of estimates, development of scope and format of events, bookings, contract completion, customer satisfaction review and follow up, etc.
  • Liaise with vendors, exhibitors, and stakeholders during the event planning process.
  • Communicates risk management policy and procedures relating to space use.
  • Meets with clients and other groups as required to organize and coordinate bookings.
  • Finalizes client requirements including room setup, required event personnel, etc. Refers clients to other staff to continue and complete the rental process as appropriate.
  • Responds to inquiries about WPH and meeting space rentals and bookings.
  • Serves as a key customer service point of contact to answer questions or resolve concerns/disputes between clients and the Library over the WPH and meeting spaces.
  1. Financial & Records Management
  • Provides input into and executes sales plan for revenue goals plan.
  • Creates, maintains and provides statistical reports relating to WPH and space/room bookings.
  • Under the guidance of the Coordinator, Wolf Performance Hall & Space Rental Services, monitors assigned budgets and expenditures.
  • Maintains, updates and retains legal written documentation/agreements in accordance with library documentation and record retention policies and procedures.
  1. Operational Excellence
  • In conjunction with WPH and Space Rental Service assistant, maintains event/space booking system entries and data, including a client database.
  • Handles and secures cash, credit card and debit transactions accurately, collecting, recording and reconciling fees and payments, following Financial Services policies and procedures.
  • Attends events in progress in the WPH and meeting spaces as needed.
  • Performs other duties as assigned by the Coordinator, Wolf Performance Hall & Meeting & Event Services.
  • May be assigned as lead staff member during events in the Wolf Performance Hall and other premium rental spaces. Provides guidance to department staff in the absence of the Coordinator. Refers performance concerns to the Coordinator or Manager. Assists with the orientation and training of staff as assigned
  • Serves as the main contact for event-related security, catering, deliveries, set-up and tear-down as assigned
  • Provides on-site support throughout the setup, execution and wrap up of all events to ensure that events run effectively and efficiently and that all stakeholder objectives are met.
  • Prepares reports as requested by Coordinator/Manager and inputs accurate client and statistical information into meeting room database.
  1. Programming
  • Provides box office support to internal and external clients as needed.
  • Provides program registration support, involving financial transactions related to Wolf Performance Hall/Space rentals.
  • Supports the learning and entertainment needs and interests of the community.
  • Works with library staff teams to help plan, promote and deliver high quality programming in the Wolf Performance Hall and other Library spaces.

 Qualifications

  • Post-secondary diploma in Event Management, Marketing or equivalent combination of education and experience.
  • 2 years demonstrated recent successful experience executing large-scale events including the creation of a sales and marketing plan.
  • Demonstrated sales experience that advanced growth and profitability in the areas of new clients and revenue
  • Superb customer service focus with effective relationship building and influencing skills.
  • Demonstrated leadership skills.
  • Demonstrated prior experience in professional writing for corporate communications and print publications, including social media management.
  • Strong interpersonal skills and the ability to establish effective working relationships with internal and external contacts and stakeholders.
  • Proven ability to work independently and cooperatively in a team environment.
  • Ability to apply creativity and recommend strategies for communications initiatives in response to cultural and social trends.
  • Familiarity with emerging technology and a thorough knowledge of current trends and innovations in digital media.
  • Excellent organizational skills with proven ability to multi-task and work accurately while meeting deadlines.
  • Excellent oral and written communications.
  • Understanding of applicable legislation, ie Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11, Liquor Licence and Control Act, 2019 (LLCA).
  • Proven knowledge and experience working with computer technology, including specialized events booking systems. Proficiency in Microsoft Office programs such as Word, PowerPoint and Excel.
  • Possession of a valid driver’s license recommended.
  • Availability to work evening and weekend hours, and be on call as needed.

When not in off-site sales and promotional meetings, this position works 100% on site to be able to support the needs of the Wolf Performance Hall.

 Salary:

Band 6:  $31.524 – $40.273 per hour

Candidates are requested to submit a detailed resume outlining experience and qualifications by: July 26, 2024.

Please visit our website at: https://www.lpl.ca/services-spaces/featured-spaces/wolf-performance-hall  

No phone calls please.

The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.

Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.

While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.

We are an equal opportunity employer.

Apply now!

Jobs.ca network