UNIVERSITY OF LINCOLN
JOB DESCRIPTION
JOB TITLE: Engine Shed Club and Promotions Officer
(Graduate Intern)
DEPARTMENT: Estates and Commercial Facilities
LOCATION: Engine Shed
POST NUMBER: EF5039
GRADE: 2
DATE: June 2009
Context
The Engine Shed and Tower Bars, situated at the Student Centre on Brayford Campus, sits with in the University of Lincoln’s Resources Dept and is one of the main commercial arms of the University of Lincoln. The venue and bars, and thus the team behind them, combine the knowledge and professional expertise and specialism to provide a diverse range of entertainments and activities to enlarge and provide for the Student Experience, including the development of student club brands, while continuing the growth of the live music and commercial hire programmes. This includes the booking, branding and promotion of the Engine Shed, Tower Bars and all events and activities contained there in, be it University or externally promoted, in all promotion and advertising mediums including internal and external online and e-marketing including www.engineshed.co.uk.
Job Purpose
Plan, Promote, Budget, Book, and Programme all Engine Shed promoted club nights, including Fever Pitc; providing a promotional and marketing function for all Engine Shed events, both Engine Shed and externally promoted. Tthis includes all promotion and advertising mediums available including online and e-marketing. Work with the team in the preparation and instigation of 3rd party club and hire events in the Engine Shed. Maintain, manage and run the Engine Shed and Tower bars website and social marketing functions. To lead and manage these ‘given areas’ through the provision of expert advice, support and expertise specialist to the field to ensure that departmental objectives of the Engine Shed are able to be achieved
Key Responsibilities
Planning and Organisation
Use their experience, specialist knowledge and initiative to develop and project manage the student clubbing and venue clubbing brands both through seasonal programming.
Manage adhoc nature, tight time scales, pressures, and quickly changing situations specific to the promotions and events industry using their specific knowledge and experience to solve any issues that may arise to ensure the overall success of the event and promotions campaigns.
Lead, manage and be responsible for the planning or all event logisitics, including stage times, rehearsal times, co-ordination of technical requirements, hospitality requirements.
Manage and be responsible for the stage management and artiste liaison for all Student club and 3rd party promoted club events,/promoters looking after artists, organising logistics, liaising with venue staff and security and facilitating the performance, after performance meet and greets and all artiste and performance requirements in often high pressure and time restricted situations.
Utilise skill and knowledge of event market, student market and market trends to plan an effective Freshers week club event programme under the direction of the Venues Events and Programme Manager, in the planning and instigation of a concise and coherent Freshers week marketing and promotional programme.
Work with the Venues Box Office Manager and Venues Events and Programme Manager to develop alternative income streams, events and opportunities for the Engine Shed.
Financial Management
Utilising event based costings, budget all events ensuring all bookings, promotional activities, staffing requirements are budgetary acceptable against projected targets and manage the break even of these events budgets to ensure spend versus income are maintained at the required percentages.
Whist using benchmarks to gauge success to provide the commercial targets required for the venue and events programmes the planning of events must be reactionary to market changes taking the lead on any revision of costings and plans based on the analysis of the market changes and trends.
Report event performance and financial turnover and contribution to enable the monitoring and analysis of budgetary and commercial financial markers and targets.
Leading and Management of Staff
Direct, rota and supervise promotional staff for the Engine Shed and Tower Bars with the Food and Beverage Team.
Liaison and Networking
Through liaison with staff, students, customers and ULSU gauge and react to the success of the promotional campaigns instigated to promote the Venue, Events and Student Clubbing Brands.
Liaise and network with ULSU officers and staff, and engage the ULSU clubs and societies, student groups, committees and customers as to the planning promotion and delivery of all Student and SU event delivered in the Venue.
Customer Relationship Management
Survey, maintain and develop the relationship between the venue and customers through the instigation of customer surveys, email queries through the venue website, development of monthly newsletters and liaison with customers at events.
Through the collection of feedback and customer opinions instigate promotional and marketing policies to ensure customers, potential customers and students receive event and venue information through the most effective mediums.
Communications
Use experience, creativity and initiative of promotional skills with good oral and written communication skills to maximise the potential of the venue promotions and student club brands.
Liaise with UL communications dept and ULSU communications team to maximise the impact and effect of venue promotion, student brand promotion and the promotion of the student experience delivered to all staff, potential students, customers and implement and deliver the venues marketing and promotional activity the public on all open days and recruitment activity for UL.
Utilise the understanding of specialist language and trade talk associated with the planning, promotion and implementation and running of events, using initiative and experience when dealing with artiste management and agents in the contracting of artistes, and through the role as artiste liaison on the day of performance, implementing these skills and understanding to deal with difficult or aggressive customers or artistes.
Manage, deliver and maintain the Engine Shed website, email and sms activity,and social networking, with the Venues Box Office Manager to ensure all promotional avenues are maximised.
Utilise skills in conflict management to resolve situations, often in high stress situations, with the public, artistes, students and staff.
SCOPE AND DIMENSIONS OF ROLE
Deputise for line manager in the holding of the diary and delegation of duties.
KEY WORKING RELATIONSHIPS
INTERNAL
Working closely with the other Engine Shed Staff and management, i.e. Bar, FOH, Box office, Technical to ensure smooth running and efficient management of the events in the venue.
Liaison with clients ensuring excellent customer care and quality of service is provided at all times.
Liaison with the ULSUC Events officer and other ULSUC officers and staff.
EXTERNAL
To liaise with outlets, suppliers and contractors, ensure that compliance to budgetary constraints, requirements and deadlines are met, to ensure smooth running of the event and efficient and effective event presentation and promotion.
UNIVERSITY OF LINCOLN
PERSON SPECIFICATION
Post: Graduate Intern Post Reference: EF5039
Date: December 2011
Selection Criteria
/ Essential (E) or Desirable (D)Skills:
Creative, ideas person
Able to commission print designs and materials
Web or graphic design skills / E
E
D
Experience:
Have been involved with successful student orientated club events in bars, clubs or student union venue.
Worked with suppliers in the creation of promotional print material
Team leadership / E
E
Knowledge:
Good basic education
Computer literate – including office applications
Knowledge of student/young person clubbing market
Understanding of SMS, e-marketing and social networking / E
E
E
D
Personal Qualities:
Excellent interpersonal skills
Positive thinker
Confident in dealing with a diverse range of clients / E
E
E
Other:
Prepared to work flexible hours as to be expected in this kind of workplace.
Essential Requirements are those, without which, a candidate would not be able to do the job.
Desirable Requirements are those which would be useful for the postholder to possess and will be considered when more than one applicant meets the essential requirements.