Job Description

EVENTS CO-ORDINATOR

Manchester Art Gallery Trading Company manages a range of events in our Grade I listed buildings, from conferences and small meetings to weddings, dinners, drinks receptions and more. Reporting to the Senior Events Manager, the Events Co-Ordinator is responsible for the successful delivery of the year-round programme of commercial events for Manchester Art Gallery.

The postholder will assist with the development of our commercial events strategy. They will also be responsible for the operational delivery of commercial events and for ensuring outstanding customer service at all times. The Events Co-Ordinator will ensure that events are run as successfully, safely and efficiently as possible to enhance the reputation of the gallery as an events venue and maximise opportunities for repeat business.

The Events Co-Ordinator will liaise closely with colleagues including Visitor Team, Operations, Catering, Learning, Curatorial and Development to maximise the opportunity to generate income for the gallery from all sources.

About Manchester Art Gallery

Manchester Art Gallery has been at the centre of city life for 200 years. From its origins in the Royal Manchester Institution for the Promotion of Literature, Science and the Arts, founded in 1823, it's been proudly part of Manchester City Council since 1882. The gallery is free and open to all as a place of civic thinking and public imagination, and promotes art as a means to achieve positive social change

The gallery is for and of the people of Manchester. Through our collections, displays and public programmes, we work with Manchester residents to celebrate creative practice as an integral part of everyday life. This is an art school for everybody, and for life - a free and accessible institution for the city and its people.

Starting in 2023, Manchester Art Gallery, Platt Hall and the conservation studios, are undertaking a programme of building repairs. This will lead to better storage and physical access to safeguard the collection for the next 200 years and will revolutionise how our collection is experienced by our visitors. Part of the ambitious programme of development we will be Taking Stock of our collection in a unique opportunity to review and research process to explore the rich potential of the city's collection and how it is used.

Event Management

Efficiently plan and deliver all commercial events on behalf of the gallery in conjunction with the Catering and Visitor Services teams as required. Manage the accredited suppliers' list together with the Senior Events Manager including annual review of suppliers. Ensure that the Manchester Art Gallery's standards of service and safety are maintained at all times by monitoring all supplier activity. Keep all gallery staff informed of forthcoming events and their potential impact on the gallery's operation. Ensure that all contractual, technical and logistical requirements for events are met, ensuring that the highest production and presentation standards are achieved for each client. Ensure the gallery's equipment and facilities are well looked after and not removed from site during events.

Service, client and guest care

Effectively manage relationships with both clients and potential clients to provide a first-class service and professional experience for the customer, encouraging repeat business. Develop and maintain excellent, positive and progressive relationships and open communications with colleagues at all times. Be involved and take part in pre-shift briefings before each event to improve product knowledge and service quality. Maintain a system of client review and evaluation with relevant colleagues and ensure any necessary follow-up action is taken. Ensure the quality and service delivery for internal events is on a par with external events and supports the gallery's funding commitments.

Administration

Contribute to overseeing and reviewing the internal administrative processes for events including; risk assessments; booking procedures; contracts and terms and conditions; invoices and post event evaluation to streamline procedures and improve effectiveness of service. Ensure that all events information including event bookings, prospect information and financial records are fully updated on our CRM system.

Management of internal and external resources

Play an active role in managing the Manchester Art Gallery events diary, ensuring the use of venue spaces is maximised to successfully deliver both external venue hire and internal events, in accordance with the relevant departmental plans and targets. Plan the use of resources including furniture, audio visual and IT, cleaning, catering and other supplies to ensure all events can be delivered to the agreed standard and budget. Liaise with other departments, eg Operations, Catering, to effectively deliver these resources to each event. Ensure external suppliers are effectively managed to deliver their services.

Reporting, legal and financial management

Prepare and produce weekly event sheets for team meetings and for circulation. Successfully negotiate venue sales and manage the quotation and contract process, ensuring each event has a signed contract. Contribute to regular reporting of set KPI's, such as the number of show-rounds, conversions etc. Create and circulate the forthcoming events report on a monthly basis Ensure all events are planned within the scope of the Manchester City Council SLA provisions.

Sales and Marketing

Proactively contribute to delivering the annual events income and profit targets. Work with the Senior Events Manager to regularly review business development to ensure that the gallery is maximising opportunities and maintaining best practice at all times. Work with the Senior Events Manager to produce, maintain and develop sales and marketing strategies, materials and procedures designed to promote Manchester Art Gallery as a dynamic and contemporary events venue. Keep the commercial hire pages on the Manchester Art Gallery website and external promoter websites updated. Establish, maintain, develop and promote relationships with venue finding organisations, corporate clients, the design and creative communities and the local community. Use knowledge of Manchester Art Gallery's programme, vision and values to project a positive representation of the gallery whenever engaged in dialogue with external contacts. Manage site visits for clients, showcasing the venue spaces and services to maximise conversion to sales. Ensure upselling and cross marketing is undertaken to promote other gallery products and services to clients.

Personal Specification

Essential

Should have experience in a similar role including demonstrable event sales, operations and marketing experience. Highly motivated and outgoing individual ideally with experience of achieving sales and financial targets. Ability to work comfortably with a wide range of clients and contractors. Excellent customer care with the drive to exceed expectations. Excellent verbal and written skills with attention detail. Excellent interpersonal skills. Ability to think creatively and anticipate, negotiate and solve problems to ensure the successful running of all venue hire spaces. Excellent organisational and time management skills with the ability to work well under pressure and to tight deadlines. Excellent IT skills, including Outlook, Word and Excel. Commitment to the gallery's values.
Desirable

An interest or enthusiasm for art Photography skills

How to Apply

To apply please email your CV and a covering letter which addresses the criteria as set out in the person specifications to eventsteam@manchester.gov.uk

Please quote Job Ref: EventsCo/2026 in the email subject header Closing date for applications: Tuesday 27th January 2026 Interviews: to be held on Tuesday 3rd February 2026
Job Types: Full-time, Permanent

Pay: 26,000.00 per year

Work Location: In person