The role

The core Events team forms part of RPC's Brand, Clients & Marketing (BCM) department with the successful applicant reporting directly to the Senior Events Manager. This role supports the events function as well as the wider BCM team.

The Events team manages in-person, hybrid and virtual events for clients and RPC employees. Events range from seminars for 40 people up to drinks receptions and conferences for 300+ as well as the occasional smaller function for key clients. Events are held at our UK-based offices and external venues across London and Bristol. RPC's Hospitality offering is also managed by the Events team including rugby, football, tennis and theatre.

Key responsibilities

Hospitality (50% of role)

• Own the business case process for RPC hospitality assets, working closely with fee earners and Business Development team to allocate tickets/matches
• Stay up-to-date with hospitality opportunities for the firm
• Work closely with external hospitality providers for ADHOC ticket and package requests
• Coordinate tickets, menu selection, dietary requirements and wider logistics for all hospitality bookings
• Continually seek to improve internal processes to ensure swift and effective allocations of hospitality assets
• Work closely with the Senior Event Manager to manage several hospitality partnerships/sponsorships

Events (50% of role)

• Independently manage events briefed in by the Business Development team (via the Senior Event Manager) for in-person, virtual and hybrid events
• Project lead events by identifying key milestones, stakeholders and goals
• Work closely with in-house teams at RPC's offices including catering, reception, AV and facilities to execute in-house events
• Conduct external venue searches (via RPC's venue sourcing agency) if required
• Negotiate terms on external venue/supplier contracts (with the support of RPC Risk team)
• Build and manage webinars/meetings on Zoom and Teams for virtual and hybrid events
• Liaise with Business Development and Client Relationship Management (CRM) colleagues to produce invitations, mailing lists and event collateral/merchandise
• Update RPC website with event details
• Liaise with external event suppliers where relevant
• Work closely with EAs and Administrator to prepare badges and couriers for events
• Create running orders and AV schedules
• Accurately track event budgets and manage invoice processing
• Operate on-site registration and event support
• Post-event debriefs and reports, highlighting constructive outputs for future events
• Update the Events hub on the firm's intranet (EDGE) with latest guidance, ideas and information
• Accurately track event statistics for Executive committee (ExCo) reports including turn out rates and cost per head
• Actively research new industry trends for events, entertainment, merchandise, venues and hospitality
• Create and maintain user guides for Events team and wider firm
• Create regular internal newsletter with a summary of events activity across RPC, new trends, new openings etc.
• Support Events Executive and Senior Event Manager on wider activities when necessary
• Form part of the internal social committee to give guidance and ideas for employee-based events

Marketing

• Work closely with wider BCM team on events-related matters including Digital Marketing, PR and Internal Comms
• Liaise with stakeholders
• Help draft content for campaigns where required i.e. social posts, publications etc.
• Work with Creative team to produce marketing and promotional materials for events, sponsorships or campaigns

Working conditions

• Monday - Friday, 0930-1730 with flexibility to start earlier or finish later when required for ad-hoc out of hours events

Knowledge, skills and experience

• Experience of using Slido, Zoom and Teams (desired but not essential)
• Good knowledge of London and Bristol based caterers, event production agencies, entertainment agencies, venues and florists (desired but not essential)
• Demonstrates a growth mindset and is committed to lifelong learning to build knowledge and expertise.
• Delivers a [internal and external] client experience that exceeds expectations.
• Demonstrates an organised approach to their work. Plans, prioritises and uses technology to work efficiently.
• Works commercially to achieve the objectives of the team/firm.
• Collaborative and works effectively in a team.
• Develops strong working relationships.
• Delegates work effectively.
• Committed to being part of a supportive, inclusive and collaborative firm culture.

#RPC