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Events and audiences Officer, Liverpool Biennial


Reports to: Development Manager

Responsible for: N/A

Department: Development Team

Salary: £22,954 and £25,140 depending on experience

Contract: Full-time, fixed term contract until 30 September 2023 (37.5 hours per week)

Location: Liverpool Biennial office, 55 New Bird Street, Liverpool, L1 0BW, with opportunity for occasional home working, depending on prior agreement of line manager.

Deadline: 10 May 2023

Interviews: 18 May 2023

About the role

We are looking for an enthusiastic and energetic Events and Audiences Officer starting by 1 June in this new and exciting role where you will be working alongside cultural and hospitality partners, suppliers, and world leading artists. You will support the Liverpool Biennial team with excellent event management during Liverpool Biennial 2023, including pre-event planning and logistics, management of events, budget management, support to participants, on the day delivery and follow up evaluations. You will also support the team with keeping the contact database up to date and content entry on the new Biennial website.

You will have a keen interest in visual arts and be able to communicate easily in writing and verbally with all our partners.

Main Duties

The Events and Audiences Officer works with the Liverpool Biennial team to deliver events and support exceptional relationships with all our key partners and funders. They will ensure that the opening of Liverpool Biennial 2023 and other key events during the festival period run smoothly and efficiently.

Managing Events

  • Help develop and deliver a programme of events and tours to Liverpool Biennial.
  • Organise events for partners, current and prospective corporate and individual supporters, artists and other key Liverpool Biennial contacts
  • Manage supporter cultivation events including dinners, receptions, breakfasts, talks and hospitality events
  • Liaise with venues and hosts on logistics of events
  • Support the Development Manager on the preparation of guest lists for events
  • Ensure post event follow up, including thank you letters or calls are assigned
  • Keep track of events calendar and oversee event budgets
  • Represent Liverpool Biennial at key events
  • Manage logistical arrangements for VIPs.
  • Administer budgets for visits and tours as agreed in advance, and other financial tasks.
  • Supporting sales of Liverpool Biennial limited editions and merchandise at events

Managing Relationships with Key Contacts

  • Ensure that all enquiries made in person, by telephone, e-mail, or in writing are handled professionally, courteously, promptly and effectively. Assist guests with specialist enquiries, either transferring them to someone who can help or taking their details and contacting them when the information is found.
  • Help expand the network of VIP contacts and ensure they are appropriately catered for
  • Ensure the accessibility and provision of information and advice to all visitors and guests to enable them to make the most of their visit, which will encourage repeat visits and footfall driving between venues.
  • Create and develop new relationships and maintaining existing relationships between the Biennial and a variety of interest groups.

General and Administration

  • Collate evaluation data from festival venues
  • Monitor the events inboxes (RSVP, Tours, Shop)
  • Write post event evaluation reports
  • Enter, maintain and update contacts on the Liverpool Biennial database. Ensure monthly data health checks are carried out
  • Support the Marketing and Communications Team with content entering on the new Biennial website
  • Processing of sales of Liverpool Biennial limited editions and merchandise
  • There may be other duties during the festival period that will be required in line with the level and nature of this role
  • Work within the context of the Biennial’s Equal opportunities policy, both within delivery of service and treatment of employees and colleagues
  • Create guest lists with briefing notes for Director and Director of Development, Marketing and Communications

Stewardship of Supporters and Developing Funder Events

  • Help build and develop relationships with existing and potential sponsors, donors and funders, to create new and develop existing partnerships, donations and sponsorships
  • Research potential Sponsors and Patrons in collaboration with Development and Programme colleagues

Servicing Stakeholder Relationships

  • Manage relationships with Liverpool Biennial’s funders at all levels to offer exceptional levels of stewardship
  • Co-ordinate and undertake follow-up with funders, trusts and foundations as and when required.
  • To work with the Development team to ensure sponsorship benefits are activated, relationships are maintained to the highest standard, reporting is completed in a timely manner and all deadlines are met.

Internal and External Lines of Communication

  • The Events and Audiences Officer is required to attend staff and team meetings
  • They also attend monthly Development, Marketing & Communications meetings
  • This is primarily an outward facing role, requiring attendance at networking events and developing lines of communication with current and potential supporters
  • Weekly work planning and review meeting with line manager

Training and Personal Development

Events and Audiences Officer is expected to fully participate in: –

  • Staff development
  • Training opportunities which are made available for all staff as well as those identified as being post specific through the appraisal process.

Health and Safety

  • The Events and Audiences Officerwill take all reasonable steps to ensure that the working environment conforms to current Health and Safety at Work regulations through contribution to and understanding of the Biennial’s yearly risk assessment and the timely reporting of hazards or potential risks.

Basic Systems

  • The Events and Audiences Officer will be expected to report any deficiencies in the basic systems which they either use or for which they have responsibility.

Further details can be found in the job information pack here