Event Planner- Exeter Racecourse

This role acts as the link between the sales and operations teams, ensuring every confirmed booking is carefully coordinated and every client receives an exceptional experience from their first venue visit through to the delivery of their event. The role involves personally planning and coordinating a range of corporate, commercial and private conferences and events, with close collaboration across sales, operations and clients. It is suited to a confident, organised and customer-focused individual who enjoys bringing events to life and combining event planning with commercial flair.

• Own the BEO and function sheet process, ensuring all event details are accurate, complete and shared with relevant teams in good time.
• Coordinate confirmed bookings from the reactive sales team, ensuring a smooth handover from sales through to operations.
• Manage the venue show-round diary and conduct client visits to showcase facilities and event spaces, following up with the sales team to share information, answer queries and help convert opportunities into confirmed business.
• Identify opportunities to upsell venue facilities, products and services to maximise revenue and exceed client expectations.
• Act as a key point of contact for clients, sponsors and internal stakeholders, responding promptly and professionally, and build strong working relationships with sales teams, operational colleagues and clients to ensure clear communication throughout the event journey.
• Maintain accurate booking records and customer information across relevant systems, following company procedures and standards, and keep the wider sales team informed of customer feedback and event experiences.
• Plan and coordinate a range of corporate, commercial and private conferences and events, ensuring all requirements are communicated and delivered effectively, and prepare floor plans, event schedules, signage, menus, table plans, place cards and other event materials.
• Attend operational meetings and coordinate relevant documentation, work orders and event requirements, arranging additional event requirements and raising purchase orders so the accounts team receives accurate information in a timely manner.
• Manage deposits and support the invoicing and payment process, ensuring payments comply with agreed payment plans and terms and conditions, and where applicable manage client online booking tools and coordinate client accounts and bookings with the operations team.
• Gather customer feedback, handle concerns professionally and identify opportunities to improve service, while maintaining excellent standards of health, safety and hygiene, reporting accidents, near misses and other concerns in line with company procedures.
• Support colleagues across the venue, attend relevant training and contribute ideas that improve efficiency, service delivery and overall customer experience.

• Experience in conference and events, event planning, hospitality or a similar customer-focused environment.
• Excellent communication and relationship-building skills, with the confidence to work with clients, sponsors and colleagues at all levels.
• Strong organisational and administrative skills, with great attention to detail and the ability to manage multiple priorities.
• A proactive, commercially minded approach, with an eye for sales opportunities and a passion for maximising revenue.
• Confidence coordinating events, managing client requirements and ensuring information is communicated accurately.
• The ability to stay calm under pressure, think on your feet and find solutions when plans change.
• Good IT skills, including Microsoft Word, Excel, PowerPoint and Outlook.
• A professional, diplomatic and approachable manner, with the confidence to handle customer feedback and resolve concerns.
• A positive, can-do attitude and a genuine passion for delivering exceptional service.
• A team-focused approach, with the initiative to work independently and the flexibility to support the wider business.
• A creative mindset and a willingness to share ideas and look for better ways of doing things.

• Experience using event booking systems such as Delphi, Gratis or similar platforms would be an advantage.

• Full company benefits.
• 23 days' annual leave plus bank holidays, your birthday off and a holiday purchase scheme.
• Healthcare benefits through Medicash
• Including dental, optical and therapy treatments.
• Aviva Digicare
• Including a free annual healthcare check.
• 24/7 Employee Assistance Programme and mental health support.
• Enhanced maternity, paternity and adoption leave, plus additional family-friendly benefits.
• An additional two days' leave following your return from maternity leave during your first year back, and a day off for your baby's first birthday.
• Exclusive shopping, entertainment and travel discounts through our Benefits & Wellbeing platform.
• Discounts on cinema tickets, Nuffield Health memberships, PureGym memberships and more.
• Pension scheme, Life Assurance and preferred rates on salary finance products.
• Meals on duty.
• Ongoing training, development opportunities and structured career pathways.

We are proud to be an equal opportunities employer and welcome candidates from all backgrounds to join us in creating a supportive, empowering workplace where everyone can thrive.