Project and Venue Manager (Global Sporting Event) (Full Time)
London, United Kingdom
Description
This role is a contract role starting in February 2025 until March 2026. The role is Hybrid, with some time required at our Head office in Hampton Wick, the role will also see regular travel to Italy, as well as being in Italy for the event in early 2026.
The Project and Venue Manager is a key role responsible for planning and delivering our client’s brand experience through overlay and fit out of the hotel and venue space, the planning and management of the hotel operation, and subsequently ensuring the games time operation of the hotel and client ‘house’ meets or exceeds all project specifications, in order to deliver a unique and memorable experience for client invited guests and visitors. This role requires an individual with strong project management skills, excellent attention to detail, good communication skills and venue management experience.
Key Responsibilities:
Project Governance:
1. Working with Brand Experience, Design, and other functions within and outside iLUKA to plan and manage all aspects of client project.
2. Devise and manage project timeline for function area and hotel overlay, reviewing critical path and deadline dates to ensure timely delivery of all project elements, as well as advising the Client on deadlines in timely manner.
3. Update iLUKA management and client on a regular basis, both high level and in detail where required.
4. Manage the project budget in conjunction with the Client Services Director.
5. Input into all status reports and meetings as needed.
6. Act as the primary contact for the project aspect of the client program.
7. Adhere to professional confidentiality standards, company policies, procedures and practices, maintaining the highest level of integrity regarding client management, and confidential information at all times.
Delivering the Project:
1. Develop guest experience in line with Client aims and local market knowledge pre-event, and actively manage the guest experience onsite including management of installation in line with design intent and critical path/timeline.
2. Lead in design and detailed planning of the project and strategies for delivery.
3. Work with the Client to understand in detail the project requirements and scope and ensure all information and operational planning documents are kept updated.
4. Ensure all required permits are applied for and in place, and all legal requirements are met.
5. Liaising with internal iLUKA teams, including effective delegation of tasks.
6. Develop and manage relationships with the Client and the Organising Committee (as needed), including managing approvals.
7. Develop and manage relationships with the venue and suppliers including supplier research, procurement, contracting, scope development and cost control.
8. Develop training/operational manuals to ensure team has thorough knowledge of all procedures.
9. Develop a system with the hotel for guest registration to ensure quick, efficient check-in process.
10. Work with the Guest Communications team to devise process for tracking and communicating all guest changes and information updates.
11. Plan and organize all matters concerning bedrooms within the hotel.
12. Understand local taxes and regulations, to ensure compliance.
13. Primary venue contact for all 3rd Party Contractors.
14. Responsible for identifying and managing risk as per the operations risk assessment & escalating any operational issues to iLUKA Senior Management.
15. Coordinate and where needed feed into development of any booking system needed to run the venue.
16. Help develop and have a clear understanding of the daily F&B program schedule and content.
17. Oversee set-up of all F&B Hospitality areas/functions with Overlay Team.
18. Visitor experience & B2B hardware/software; coordinate technology personnel to implement technology failure contingency plan as rapidly as possible to reduce disruption to visitor experience.
19. IT; coordinate iLUKA and venue technology personnel to implement IT failure contingency plan as rapidly as possible to reduce disruption to visitor experience & back of house operations.
Event Time Management:
1. Responsible for the day to day management and operation of the hospitality venue and hotel in accordance with the operations manual.
2. Ensure the venue and hotel are planned, operated & maintained in accordance with the operations manual.
3. Crowd Management; ensure the venue does not become overcrowded by utilising booking systems and feeding into itinerary planning to even out guest numbers.
4. Primary venue contact for iLUKA Senior Management.
5. Daily reporting to iLUKA Senior Management.
6. Security primary contact. Ensure security profile is maintained at all times and operates in accordance with security & operations manual.
7. Liaise with Airport & Transport teams to ensure efficient arrival & departure systems.
8. Health & Safety / Incident Management reporting.
9. Coordinate communications strategy & manage day-to-day communication channels.
10. Assist iLUKA Central Team and Program Management with the planning and running of host training sessions pre-event.
11. Coordination of host staff brief/debrief meetings (for all shifts on a daily).
12. Work with Team & Operations to produce and run daily staffing roster to ensure punctuality, efficient shift changes, etc.
13. Ensure all host staff are fully briefed with emergency, evacuation, health & safety, first aid & medical procedures.
14. Assist with post-games analysis & reporting.
15. Assist with post games financial reconciliation.
This is not an exhaustive list and all team members will be expected to contribute to any other aspects of the business, as necessary.
Skills, Knowledge, Expertise:
1. Fluent in English and Italian is highly desirable.
2. Proven experience in a hospitality and/or brand experience project management role.
3. Proven experience in a hospitality, merchandise and/or brand experience project management role.
4. Previous experience in a venue/hotel management role at a large-scale event with a demonstrable understanding of venue management.
5. Proven experience in a hospitality, merchandise and/or brand experience project management role.
6. Ability to delegate effectively and a willingness to lead by example.
7. Advanced IT & budgetary skills.
8. Strong communication skills, both written and verbal.
Attributes:
1. High energy, comfortable working potentially long hours in a demanding but rewarding and friendly environment.
2. Willing to roll sleeves up and get involved.
3. Passionate about sport, hospitality and delivery.
4. Able to work in a calm, kind and professional manner in a pressured environment.
5. Ability to prioritise a demanding workload.
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