Venue Hire Executive (Full Time)

Hours : 40 hours
Salary : Dependent on experience
 An exciting opportunity has arisen for the role of Venue Hire Executive at the Haynes International Motor Museum (HIMM) in Sparkford, Somerset. As one of the leading museums and visitor attractions in the South West, with over 125,000 visitors annually, you will be joining a dynamic and engaged team of over 120 staff and volunteers.
Job Title: Venue Hire Executive
Reporting Structure: The post holder will report to the Venue Hire Manager 
Job Summary
The Venue Hire Executive at Haynes International Motor Museum will assist in the delivery of MICE (meetings, incentives, conferences, exhibitions) within the HIMM Venue Hire business unit. 
The Venue Hire Executive will focus on understanding a client’s requirements, planning and co-ordinating the event details, meeting and greeting the client on the day and overseeing the delivery of an exceptional customer experience.  The Venue Hire Executive will also ensure that all clients and potential clients receive a polite, professional and efficient service throughout the booking process, maintaining all the HIMM brand pillars. 
The Venue Hire offering at the Museum is at a pivotal moment and this is a truly exciting, challenging and hugely rewarding opportunity for the right candidate. The successful applicant will have demonstrable experience of delivering first rate customer service in a hospitality environment.
Duties & Responsibilities 
  • Respond to all Venue Hire enquiries in a timely, professional manner  
  • Take full and comprehensive notes to understand the client’s requirements and map the Venue Hire capabilities to deliver exceptional events 
  • Issue event quotes/proposals for day and evening hires, within a maximum of 48 hours of receiving the enquiry  
  • Prepare event contracts for the client and ensure all event specifications are compliant with HIMM brand pillars and Terms & Conditions 
  • Ensure all relevant event confirmation paperwork is always complete and accurate 
  • Co-ordinate with internal departments to ensure the event can be hosted in line with HIMM Terms & Conditions  
  • Facilitate client show rounds for both individuals and during Venue Hire open days  
  • Liaise with the  Venue Hire Manager and any other relevant departments to successfully oversee delivery of the event to ensure that all clients’ requirements are met and successfully implemented through to delivery 
  • Liaise with the Facilities Support Team to manage the safe day to day set up and breakdown of events and AV and ITC technologies in various locations within the Museum 
  • Ensure the client is invoiced accurately and promptly in line with HIMM Terms & Conditions and that financial information is properly recorded  
  • Ensure all record keeping relating to hires is up-to-date on the database 
  • Optimise the value of each hire by proactively seeking to upsell occupancy, equipment and catering  
  • Ensure that a Venue Hire Executive is present at the event, to meet and greet the client, and provide an exceptional customer experience

Hours, Culture and Structure
This is a full time role. Standard office hours are based on a 40 hour working week. The job will require some weekend and evening work as business dictates. Time off in Lieu (TOIL) will always be given. The open plan office is busy and all staff are engaged and supportive with a “nothing is too much trouble” approach. You will report directly to the Venue Hire Manager and work on a daily basis alongside all departments of the Museum and associated Limited Company businesses.
For a full role description, please download the PDF document on this page.
How to Apply
Please submit the following by email to Sara Lackford:
  • A copy of your CV, with your work history in reverse chronological order i.e. your most recent employment first
  • A covering letter outlining clearly how you match the key tasks listed within the attached PDF document on this page (maximum one page font size 12)
  • Please also indicate your current notice period
Recruitment Process
The closing date for applications is Friday 15th March 2019.  Applicants may be interviewed prior to the stated closing date as the post is available immediately and we wish to find a suitable candidate ASAP. Therefore we strongly encourage interested candidates not to delay their application.
**Please note we will only consider candidates with relevant experience. No agencies please.**