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Project Manager, Tournament Guest Programme, RWC 2019

World Rugby
Location Tokyo, Japan
Posted 12/07/2018
Closes 26/07/2018
Sector Federations & LOCs
Function Events & Operations, Event Planning & Competition Management
Contract Type Fixed Term
Hours Full Time
Salary Competitive

Job Description

World Rugby is the world governing and law-making body for the sport of Rugby Union. It is responsible for the growth, regulation and governance of a sport that is experiencing record participation and fan-engagement growth.

World Rugby also owns some of the sport’s biggest-and best-loved major events including Rugby World Cup, Women’s Rugby World Cup and the men’s and women’s HSBC World Rugby Sevens Series.

The Project Manager, Tournament Guest Programme (TGP) will be based in Tokyo and report to the Rugby World Cup Tournament Guest Programme Manager (based in Dublin) with a dotted reporting line to the Tournament Services Manager, RWC 2019, based in Tokyo.  This position will be employed on a fixed term contract of employment until 31 December 2019.

Job Holder Requirements:

The role of the Project Manager, TGP is to oversee and liaise with Japan Rugby 2019 Organising Committee (JR2019) to ensure the sound planning, integration, delivery and management of a commensurately high standard Tournament Guest Programme across key tournament stakeholders for the first Rugby World Cup in Asia.

The Project Manager, TGP will take primary responsibility for ensuring a number of key TGP areas (below) receive accurate scoping and delivery of key milestones and projects, escalating and managing issues where relevant - reporting to RWCL management:

  • TGP accommodation
  • TGP accreditation
  • TGP catering
  • TGP look and feel
  • TGP security (to include preparation for IPP guests)
  • TGP travel and transport
  • TGP protocol
  • TGP invitations (domestic and international)
  • TGP communications (verbal and written)

The key stakeholders will include World Rugby, the Japan Rugby 2019 Organising Committee, the Japan Rugby Football Union, key local stakeholders and service providers.

Principal Accountabilities:


  • Confirm with OC the management protocols for the TGP. 
  • Confirm the lounge capacity and seating numbers at each venue.
  • Manage the TGP relationship with the main ANA Intercontinental, Tokyo and the TGP hotels in other host cities.
  • Provide support to the manager of the Chairman’s/CEO office with the preparation of all arrangements for the RWCL Directors.
  • Provide support to the manager of the Chairman’s/CEO office with the logistics, venue sourcing and planning of the Chairman’s Dinner.
  • Confirm all international travel arrangements in place for TGP guests.
  • Confirm all internal transfer and travel arrangements are in place for TGP guests.
  • Confirm look and feel of the TGP (at each venue and TGP hotel).
  • Confirm seating plans available for review and in fillable format (Excel).
  • Ensure TGP catering standard is set in scoping.
  • Review and propose approval menus.
  • Confirm overall service levels required within TGP.
  • Confirm food and beverage presentation is at appropriate level.
  • Ensure TGP staff (hosting and service) are trained at the appropriate levels.
  • Liaise and co-ordinate guest invitations lists.

Tournament time:

  • Ensure the TGP is delivered to the high standard service levels agreed.
  • Foresee and manage or escalate TGP issues that arise.
  • Act as liaison with accommodation, ticketing, transport, venues and security on TGP issues.
  • Ensure draft seating plans are available for review by TGP Manager 48 hours before each match.

Please press the apply button below to send your CV and Cover Letter to World Rugby.

World Rugby is an equal opportunities employer

World Rugby

World Rugby is the world governing and law-making body for the sport of Rugby Union based in Dublin.

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