About the Royal Academy of Arts
The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our programme of world-class exhibitions ranging from David Hockney RA: A Bigger Picture to Painting the Modern Garden: Monet to Matisse and our most recent blockbuster, Charles I: King and Collector. It is a particularly exciting time in our history. An ambitious redevelopment by David Chipperfield RA opened in 2018 which unites our two buildings, providing refurbished galleries, a state-of-the-art auditorium and a dedicated Collection Gallery in Burlington Gardens.
We are an innovative and forward-looking organisation, yet we’re also immensely proud and respectful of our two and a half centuries of heritage. Our mission is to be a clear, strong voice for art and artists and we are leaders in the exhibition, creation and debate of the visual arts. Our staff, volunteers, students and Royal Academicians all share and support this vision, and our values are at the core of all that we do.
About this position
The Royal Academy’s Events Team organises a very busy programme throughout the year of over 500 fundraising, internal and corporate events. We now have a fantastic opportunity for an experienced and commercially astute Corporate Events Manager to join our successful team.
You will work closely with the Senior Corporate Events Manager to market, sell, plan and deliver a portfolio of events for corporate clients, fashion brands and private hire, delivering to a high standard within budget, and achieving maximum income.
You will possess strong event organisation experience, ideally within a venue environment as well as significant new business experience, and strong skills in sales and marketing, being able to generate commercial opportunities.
Resourceful, energetic and well presented, you will be supremely organised, with razor-sharp attention to detail. Most importantly you will demonstrate a warm, friendly and engaging manner. A strong team player, you will have a flexible approach to working extended hours to cover breakfast, evening events and occasional weekends.
The work will entail a significant amount of self-administration, answering enquiries about events, managing mailings, and conducting site visits to secure new business. You will need strong interpersonal and IT skills, and be able to demonstrate a genuine interest in the visual arts.
Closing date for applications: 31 March 2019n(midnight)
Interviews to be held w/c: w/c 08 April 2019
JOB: Corporate Events Manager
REPORTING TO: Senior Corporate Events Manager
To plan and deliver a portfolio of events in both Burlington House and Burlington Gardens as assigned by the Senior Corporate Events Manager (SCEM) and Head of Events (HOE), and to promote the Royal Academy (Academy)
To ensure Academy events are managed to a standard commensurate with its standing and reputation, on budget and, where applicable, to achieve maximum potential income
To monitor and report on expenditure against set budgets
To promote the Academy in conjunction with the SCEM to the corporate sector, as a venue for entertaining
Manage and implement portfolio of corporate and sponsor events assigned by SCEM and HOE: to include events in Burlington House and 6 Burlington Gardens which will include breakfast, evening and weekend working
Work with the SCEM to identify and cultivate potential corporate members and take a proactive role in forming good working relationships with corporate members, non-corporate members, private individuals, charities, agents and consultants through regular meetings, presentations and general networking.
Monitor budgets and contribute to forecasts; report to SCEM as required. Seek quotes and costings as necessary and works closely with Finance Department on the invoicing process.
Work closely with the SCEM to target and develop new events business.
Write letters of confirmation; raise and send invoices promptly for each corporate event in conjunction with the SCEM.
Organise and arrange each event within portfolio against set targets and objectives as set by SCEM and HOE.
Work closely with SCEM and other Academy Staff to ascertain and agree requirements and details of each event.
Devise timetables, schedules and summaries for each event, as required.
Maintain debriefs and event reports for each event within portfolio.
Attend meetings as requested, generate statistical information as necessary as set by the SCEM and HOE.
Share information with the SCEM and Project Giving Team about potential companies to approach for corporate membership/sponsorship.
Ensure all necessary site visits and supplier meetings, documentation, records and correspondence are maintained and undertaken project by project.
Develop and maintain good working relationships with external suppliers/agents, establish high standards and resolve difficulties and problems as they arise. Oversee their work and product, co-ordinate the delivery and collection of equipment, security, lighting and furniture requirements in accordance with Academy requirements and regulations.
Build and maintain contacts as well as a high level of communication and a smooth flow of information between other Academy departments, including Project Giving, Facilities, Security and the CEO & Secretary’s Office.
Ensure all event, client and prospect records are kept updated on Raiser’s Edge database.
Participate in regular team meetings; contribute to target setting and overall objectives as well as providing support across the team and working at larger internal events where necessary
Ensure that Health & Safety policies, procedures and regulations are known, understood and complied with by yourself, your team and any contractors, suppliers and all others who work with the team.
Undertake any other duty which may reasonably be allocated by the SCEM, HOE or other senior officer.
Experience of event organisation and event co-ordination with commercial clients
Existing event sales and marketing experience within the private and commercial sector
Experience of working with event suppliers to generate new events business
Experience of working within set budgets and meeting challenging income targets
Experience of working within a historic/listed building
Strong project management and organisational skills with meticulous attention to detail
Ability to co-ordinate many details, information, requirements to deadlines
An effective networker, with a talent for identifying commercial opportunities
Able to pre-empt problems, find solutions and plan in advance. Ability to respond quickly to challenges
Excellent IT skills – preferably MS Office and Raiser’s Edge and Ungerboeck databases
Demonstrate a genuine interest in the visual arts
Strong commercial acumen, persuasive, with demonstrable negotiation skills
Genuinely interested in people with first class people skills, able to build rapport and forge strong professional relationships
Flexible approach to work, willing to regularly work outside office hours in order to cover morning, evening and weekend events
Get the latest ARTSODA vacancies, straight in your inbox
Don't miss another opportunity, simply fill in your details below and we'll email you when new vacancies comes in.
Privacy and cookies policy
1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
2. Collecting personal information
2.1 We may collect, store and use the following kinds of personal information:
(a) Information about your computer and about your visits to and use of this website including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths
(b) Information that you provide to us when registering with our website including your email address and other personal details
(c) Information that you provide when you provide when applying or expressing interest in an advertised vacancies or completing your profile on our website including your name, profile pictures, gender, date of birth, address details, interests and employment details
(d) Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters including your name and email address
(e) Information that you provide to us when using the services on our website, or that is generated in the course of the use of those services including the timing, frequency and pattern of service use
(f) Information contained in or relating to any communication that you send to us or send through our website including the communication content and metadata associated with the communication
(g) Any other personal information that you choose to send to us; and provide details of other personal information collected.
2.2 Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
3. Using personal information
3.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
3.2 We may use your personal information to:
(a) Administer our website and business
(b) Personalise our website for you
(c) Enable your use of the services available on our website including the ability to express interest in or apply for listed vacancies and only where required and with your express consent will transfer your personal details and any attachments to the appropriate recruiter.
(d) Send you email notifications that you have specifically requested
(e) Send you our email newsletter, if you have requested it. You can inform us at any time if you no longer require the newsletter
(f) Send you marketing communications relating to our business, where you have specifically agreed to this, by email or similar technology you can inform us at any time if you no longer require marketing communications
(g) Provide third parties with statistical information about our users but those third parties will not be able to identify any individual user from that information
(h) Deal with enquiries and complaints made by or about you relating to our website
(i) Keep our website secure and prevent fraud
(j) Other uses
3.3 If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
3.4 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.
4. Disclosing personal information
4.1 We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
4.2 We may disclose your personal information to any member of our group of companies this means our subsidiaries, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes set out in this policy.
4.3 We may disclose your personal information:
(a) To the extent that we are required to do so by law;
(b) In connection with any ongoing or prospective legal proceedings;
(c) In order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention
(d) To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
4.4 Except as provided in this policy, we will not provide your personal information to third parties.
5. International data transfers
5.1 Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.
5.2 Information that we collect may be transferred to the following countries which do not have data protection laws equivalent to those in force in the European Economic Area: the United States of America.
5.3 Personal information that you publish on our website or submit for transfer to recruiters may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
5.4 You expressly agree to the transfers of personal information described in this Section 5.
6. Retaining personal information
6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
6.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 Notwithstanding the other provisions of this Section 6, we will retain documents (including electronic documents) containing personal data:
(a) To the extent that we are required to do so by law;
(b) If we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
(c) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
7. Security of personal information
7.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
7.2 We will store all the personal information you provide on our secure password- and firewall-protected servers.
7.3 All electronic financial transactions entered into through our website will be protected by standard and proven encryption technology protocols.
7.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
7.5 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password except when you log in to our website.
8.1 We may update this policy from time to time by publishing a new version on our website.
8.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
8.3 We may notify you of changes to this policy by email
9. Your rights
9.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) The supply of appropriate evidence of your identity for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address.
9.2 We may withhold personal information that you request to the extent permitted by law.
9.3 You may instruct us at any time not to process your personal information for marketing purposes.
9.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
10. Third party websites
10.1 Our website includes hyperlinks to, and details of, third party websites.
10.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
11. Updating information
11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
12. About cookies
12.1 A cookie is a file containing an identifier, a string of letters and numbers that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
12.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
12.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
12.4 Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.
13. Our cookies
13.1 We use both session and persistent cookies on our website.
The names of the cookies that we use on our website and the purposes for which they are used are set out below.
14. Analytics cookies
14.1 We use Google Analytics Universal to analyse the use of our website.
14.2 Our analytics service provider generates statistical and other information about website use by means of cookies.
14.3 The information generated relating to our website is used to create reports about the use of our website.
15. Blocking cookies
16.1 Most browsers allow you to refuse to accept cookies; for example:
(a) In Internet Explorer you can block cookies using the cookie handling override settings available by clicking "Tools", "Internet Options", "Privacy" and then "Advanced";
(b) In Firefox you can block all cookies by clicking "Tools", "Options", "Privacy", selecting "Use custom settings for history" from the drop-down menu, and un-ticking "Accept cookies from sites"; and
(c) In Chrome, you can block all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Content settings", and then selecting "Block sites from setting any data" under the "Cookies" heading.
16.2 Blocking all cookies will have a negative impact upon the usability of many websites.
16.3 If you block cookies, you will not be able to use all the features on our website.
17. Deleting cookies
17.1 You can delete cookies already stored on your computer; for example:
(a) In Internet Explorer, you must manually delete cookie files you can find instructions for doing so at http://windows.microsoft.com/en-gb/internet-explorer/delete-manage-cookies#ie=ie-11;
(b) In Firefox you can delete cookies by clicking "Tools", "Options" and "Privacy", then selecting "Use custom settings for history" from the drop-down menu, clicking "Show Cookies", and then clicking "Remove All Cookies"; and
(c) In Chrome, you can delete all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Clear browsing data", and then selecting "Cookies and other site and plug-in data" before clicking "Clear browsing data".
17.2 Deleting cookies will have a negative impact on the usability of many websites.
18. Data protection registration
18.1 We are registered as a data controller with the UK Information Commissioner's Office.
19. Our details
19.1 This website is owned and operated by Artsoda Media Ltd., a company registered in England charity (number 10897417). Our trading address is 15 Stratton St., Mayfair, London, W1J 8LQ, UK. If you have any other questions about this policy, you can write to us at our head office or email email@example.com or call us on +442030360031.