Events Planning Manager - Contractual

Job description / Role

Events Planning Manager - Contractual Rugby 7s (starting October)

Purpose: To plan, organise and administrate every aspect of the golf and rugby 2016 events, and and any other events that may come, by effectively and in a timely manner communicating across all key internal and external stakeholders. To utilise suitable software to set out and then distribute detailed plans for each event, including all aspects of Pre / During / Post event planning. To support the Events Manager in the preparation for each event so that the Events Manager is 100% prepared for the Operational Elements of the event. To be on site for each event to oversee implementation of each aspect of the plans alongside the Events Manager.

Planning
- Monitor and update event planning schedule (MS Project)
- Draw up Bump-In / Bump-Out Schedule with Events Manager and Site Manager
- Plan Manpower for all events, with the assistance of the Resource & Admin Assistant
- Forecast Staffing Levels and costs
- Plan each event rotas with B&R Opps team
- Source Agency staff - check quotations and qualifications to ensure the highest standards are maintained – may include interviews and training
- Execute internal recruitment (work with Costa / B&R Opps / MMI Logistics
- Book staff transportation and share with Ops teams
- Plan and order staff uniform
- Confirm any brand uniform requirements
- Create Dot Plans for both events to monitor staffing levels
- Work with the Events Manager to find financial savings on all elements of the events vs. YoY / Forecast
- Internal briefings – create the manager manual with the Resource & Admin Assistant.
- Pre-Event Meeting schedules / attendees / action points / follow up
- Work with the Resource & Admin Assistant on the sub-contractor contracts, requesting all necessary documentation
- Work with the Events Manager and Site Manager on site plans and CAD layouts
- Develop the staff registration process

Operations
- Manage the registration and staff allocation – work with operations team
- Oversee signing in / out of all staff
- Oversee meal plan to ensure all staff get breaks
- Key contact for all Staffing elements and Sub-Contractor queries on site
- Work with Sub-Contractors and Site Manager to ensure all aspects of their contract are executed on site

Post-Event
- Process Internal payroll and all staffing related invoices
- Ensure all planning documentation and files are labeled and stored on the server
- All contracts are scanned and saved
- Ensure all sub-contractor commission is paid

Additional
- To represent ELR/MMI as strongly in an outside arena as it does in its permanent locations. This includes all aspects of branding, merchandising, and service and product presentation.
- To work with all ELR/MMI’s nominated suppliers to ensure that we are paying no more than market rates for all goods and services.
- To ensure that ELR/MMI, its customers and the ELR/MMI brands are fully protected by ensuring the highest standards of health and safety at all events.
- To internally manage ELR/MMI’s internal support service to ensure their cooperation and support in relation to all our events business.

Requirements

- Full working knowledge of MS Project
- Minimum 3 years relevant experience in events planning management, ideally in the UAE.
- Must be able to handle pressure and long working hours, including weekend working when most events take place.
- Microsoft Office Suite – particularly Excel, Word, PowerPoint
- Must be hands on and be able to effectively plan available resources.
- A high level of organisation and planning capabilities.
- Must be able to multi-task
- A strong eye for detail.
- An effective and fluent style of communication across all levels
- Strong time and task management skills.

Desirable:
- Qualification in hospitality management; specializing in events management.
- The ability to work effectively as a team member but be able to take the lead where necessary.
- Ability to identify issues, prioritize and manage projects through to completion.
- Ability to develop strategic and operational plans for the events management team, manage their execution and accurately measure results.
- Ability to pro-actively research strategic partnerships and build relationships with event organizers and suppliers.

About the Company

Emirates Leisure Retail is a fully fledged division of the high profile Emirates Group, with strong interests in establishing, managing and franchising a wide ranging portfolio of restaurants, cafés, bars and lounges in the Gulf Cooperative Council countries and far beyond.

Headquartered in Dubai, in the United Arab Emirates, ELR’s operations span the adjoining emirates of Abu Dhabi, Sharjah, Ajman and Ras Al Khaimah, the city of Muscat in the Sultanate of Oman and most recently Australia.

ELR is part of the MMI group, which over the course of 100 years has created vested businesses in trade, travel, IT, corporate services, leisure retail and liquor. In 2007 the leisure operations of the group were divested to create a new limited liability company, rebranded as Emirates Leisure Retail.