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Conference and Events Coordinator

Arena Racing Company

Arena Racing Company is Britain's largest racecourse group, operating sixteen racecourses and four greyhound stadia.

13 Sep 2022
Full Time
Closing date
31 Oct 2022

Royal Windsor Racecourse is looking for a Conference & Events Coordinator to join their team. The Conference & Event Coordinator will be responsible for organising and delivering the event business on site. The successful candidate will be highly motivated, hardworking and charismatic with a positive attitude towards work.

At Royal Windsor Racecourse no two days are the same, from weddings, to charity events, to team building, to racing, we are able to host a variety to exciting events.

If you have a passion for working in events industry, enjoy a fast paced and ever-changing environment and are looking to become part of a great team then this is the role for you.

This role is a permanent contract working 40 hours per week to start as soon as possible.

About the role

Reporting into the Executive Director of Windsor Racecourse the Conference and Events Coordinator will work within the existing team to assist in organising and delivery of all event and conferencing business. The successful candidate will be highly motivated with a positive attitude towards work.

Key responsibilities for the role will include:

  • To provide our event clients with excellent levels of service at all times throughout the customer journey & build and maintain relationships with existing clients / suppliers.
  • To be responsible for showing rounds and having a good knowledge of the site, room specs and capabilities.
  • To act as an Event Manager for any type of event ensuring a smooth operational delivery and to encourage repeat business.
  • To distribute weekly function sheets and communicate any amendments/ updates to the catering and operations team as soon as they are received.
  • Creating and sending client invoices and maintaining the financial elements of the individual events.
  • To ensure that all the relevant paperwork for any large events is received and forwarded to our Operations & Catering team to review. This includes risk assessments, liability insurance etc.
  • Prior to an event you should walk the “customer journey” and ensure prior to the event, the suites, table linen, cutlery and windows are clean. The room must also be laid out to the customer’s requirements.
  • Regular liaison with clients to ensure all event information is agreed and up to date
  • Meeting and greeting clients on the event day and ensuring the event runs smoothly.
  • Ensure that a Health and Safety welcome is completed with all clients when they attend the site.
  • To work alongside a variety of internal departments
  • To support Windsor’s Racing fixtures throughout the season
  • Any other duties as reasonably required to meet the needs of the business.

Job Description is available to download here

What we offer….

  • 2 x Annual Membership badges (after successful probation) to use at all ARC courses
  • Discounted food and days out at our courses
  • Development programmes
  • Employee assistant scheme
  • Discretionary bonus schemes
  • Cycle to work scheme
  • Free onsite parking

How to Apply

Please click "Apply Now' to begin the online application process.

At ARC, we believe that a diverse, equitable and inclusive workplace makes us a more relevant, more competitive, and more resilient company. We welcome people from all backgrounds, ethnicities, cultures, and experiences. We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

If you have a disability that requires reasonable adjustments, please let us know; we will ensure that individuals with additional needs are provided reasonable adjustments to participate in the job application or interview process and to perform essential job functions.

We understand the value that diversity brings to our business and we are striving to create a working environment that is inclusive, psychologically and physically safe and ensures everyone can be heard and valued for their contributions. We are committed to making a consistent, top-down effort to be role models on what diversity, inclusion and belonging means in society.



Additional Information

Full Time
Job Type
Event Management
Salary information
£22,000 - 28,000

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