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Event Assistants
Job Description
The Queen Mary Venues Team produces a large number of events at the College which are attended by members of the public, politicians, external stakeholders, business leaders, partner organisations, alumni, students and staff.
You will be tasked to work in a variety of roles as part of a high profile front-of-house team to ensure event attendees receive a high quality experience and to project a positive image of Queen Mary, University of London to these visitors.
Depending on the nature of the individual event, you will be deployed into a range of roles to assist with the successful delivery of the function and to ensure all attendees are afforded excellent levels of customer service.
Roles might include:
- Welcoming visitors to a venue
- Controlling entry into a space
- Supervising an audience during an event
- Staffing a cloakroom/registration point
- Assisting with the set-up/break-down of an event.
- There may also be a requirement to undertake office-based duties to assist the Events Office with any tasks/administration in the lead-up to an event.
- You will also fulfil critical roles such as stewarding events in Queen Mary’s licensed venues (e.g. The Great Hall) to ensure compliance with relevant legislation, local authority rules for theatre management and fire safety procedures.
You will be required to:
- Understand the complexities of each type of event depending on size, client needs, timing and collaboration with other departments.
- To prepare the venue for the arrival of event attendees by assisting with seating arrangements, distribution of programmes/materials, inspecting areas for cleanliness/hazards and participating in pre-event briefings.
- Be present in the area required for that role at the requested times and to undertake the specific duties of that role as per the pre-event briefing and instruction issued by the Duty Manager / Events Office
- To check tickets or registration lists as required with high degree of accuracy, ensuring event attendees are admitted in accordance with any controls or admission policies in operation.
- To assist in maintaining the general appearance and tidiness of the areas being used for the event and to report any issues relating to cleanliness which cannot be easily resolved to the Duty Event Manager or other relevant staff present from the Events Office.
- To assist the Duty Event Manager or other relevant staff present from the Events Office with the set-up or break-down of event equipment, displays, decorations or other materials relating to the event.
- To use equipment (e.g. 2-way radios, cloakroom printer) as necessary in accordance with any instructions given.
- To ensure the security of any equipment, cash or cloakroom items left in custody by not leaving such areas unattended.
- To wear any EST uniform provided, or to dress smartly in accordance with guidance issued by the Events Office depending on the nature of the event.
- To behave accordingly when working at events to ensure a professional and positive image is conveyed at all times. Eating, drinking, smoking and the use of mobile phones when on duty is not permitted
- To welcome attendees in a polite and enthusiastic manner, paying attention at all times to their needs, whilst providing excellent customer services
- To respond quickly and positively to questions, requests, problems or complaints raised by event attendees and to resolve them effectively
Qualifications
These positions will suit a current QM Student
Skills
Competency Based Skills
- Communication Skills the ability to pass on information to others, both verbally and written, and to write engaging material and posts. Proactive willingness to learn and work “hands-on” in marketing/communications within professional services/consulting arena.
- An interest in Events, Arts, a genuine interest in working with and for a wide variety of professionals visiting QM for reasons such as conferences, arts and culture projects and student events.
- Proactivity and use of Initiative the ability to act in advance, plan ahead and carry out duties in a forward thinking manner. Ability to work unsupervised.
- Problem solving the ability to be flexible and respond to any challenges that arise.
- Attention to detail ensuring written accuracy when producing documents and materials.
- Motivation – the ability to achieve key goals.
- Time management skills ability to prioritise work in order to meet deadlines.
- Enthusiasm – a genuine interest in promoting crosscultural communication
- Team working skills – ability to collaborate, work well with others, lead and follow.
You will receive a wide range of training in:
- Technical training in Lecture Theatres and classrooms for events.
- Front of house skills, including ticketing, box office and ushering.
- Fire marshall and health and safety training.
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This role is suitable for QM GRADUATES
Job context
Queen Mary University of London is one of the UK’s leading research universities, committed to improving social justice and achieving the previously unthinkable. The External Relations Directorate is responsible for raising the awareness and reputation of Queen Mary among its target audiences, and for increasing the quality and quantity of Queen Mary applicants. This role sits within the Communications team.
Job purpose
This role is responsible for supporting the delivery of Queen Mary’s events and ceremonies and for supporting the planning and delivery of the most high-profile events, including Graduations, Open Days and strategic events.
Insight
• Gather a range of information within the External Relations directorate, Queen Mary as a whole and the wider environment to inform your work
• Develop a range of contacts outside of your team to help deliver your work
• Demonstrate an understanding of events objectives and how these support Queen Mary’s priorities
Ideas
• Help deliver communitications activity
• Develop your knowledge of the events landscape to develop innovative ideas in support of these strategies
Implementation
• Demonstrate excellent written communications skills
• Deliver key events within the University’s programme of events
• Understand the strategic importance of our reputational events portfolio and how this role contributes
Impact
• Support the evaluation of the effectiveness of events activities
Other duties and responsibilities
• Act as an ambassador for the University’s brand (both verbal and visual identity), championing its use across the institution as well as your own area of work
Qualifications
Essential
Educated to NVQ level 3
Desirable
Educated to degree level or equivalent experience
Skills
Essential
Experience
- Experience of supporting events in a commercial or organisational context
- Experience of working effectively in a team
Skills
- Good oral, written and verbal communication skills
- Good client / customer management skills
- Ability to work to tight deadlines and under pressure
- Excellent IT skills, including proficiency in the use of Microsoft Word and Excel
- Ability to create and deliver communications, including the use of CMS and CRM systems
Desirable
Experience
- Experience of working in an administrative function in an educational or public sector context
- Knowledge in the field of event management
The Beyond 1932 ERC/UKRI project under the lead of Professor Martin Stokes and the curatorial direction of Dr Rim Irscheid for the project’s artist residencies is looking for a student with experience in filming and recording live events and sufficient experience in social media engagement. The Beyond 1932 project is based at King’s Music Department, looking at the sonic legacy of Cairo’s 1932 Congress and contemporary artists’ engagement with archives, music pedagogy and other aspects of musical and knowledge production in the Middle East and North Africa.
As part of the Artist Residency Series that will take place across Café OTO (Hackney) and the British Library, the successful candidate will be equipped with a video camera and record parts of the event for archival and social media purposes.
The tasks involve the following:
- Attending the events on 2 days in May (11 May, other day tbc) to film sound installation and talk using equipment provided by the research team. Each event will last approx. 6 hours)
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Filming the sound check and live event
- Given full control over the projects Instagram account in this period, the student will upload stories on the Beyond 1932 social media and create 1-2 posts about the events. This includes selecting pictures and writing captions for the post.
- Liaising with the AV team on site (Cafe OTO/BL) to arrange for external sound recorder to be connected to main A/V system.
Payment is 13.92 per hour and timesheets will be submitted via King’s Talent Bank. Registration to King’s Talent bank is necessary to apply for this role.
Qualifications
Undergoing BA at King's.
Skills
Experience in filming and recording live events.
sufficient experience in social media engagement, knowledge of Instagram.
An interest in experimental music and/or cultures from Middle East and North Africa is not required but desirable.
If you are interested in the role, please email Rim Irscheid at rim.j.irscheid@kcl.ac.uk with a paragraph outlining your experience and motivation to get involved as Social Media & A/V Support Assistant.
Job description
The King's Festival of Artificial Intelligence is returning between Tuesday 21 and Saturday 25 May 2024, with a series of public events, including lectures, workshops and demonstrations, exploring artificial intelligence with researchers from across King's.
In order to support with the smooth running of the festival, the KIAI is looking for two lead event assistants. Lead event assistants will be responsible for supporting the KIAI team, using initiative and problem solving skills and escalating issues that cannot be resolved where appropriate, and coordinating a group of event assistants to provide logistical support for the festival. Interviews for the position will be held online on 7th and 8th May (with some flexibility to work around candidates’ other commitments).
Lead event assistants will be expected to work a minimum of 5 hours between 21 -25 May 2024. Hours of work shifts will take place between the hours of 9am and 9pm each day, and you may be required to attend compulsory briefing/training sessions.
Key responsibilities
Your responsibilities will vary but in general you may be expected to:
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Coordinate event assistants, ensuring they’re carrying out their assigned duties, and reporting any unexpected absences or issues to the KIAI team.
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Reallocating event assistants between duties according to fluctuating need throughout the shift.
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Greet and register attendees to festival events including staffing the registration desks at the entrance to the Strand campus.
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Signposting visitors to available facilities and sessions.
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Be present during festival sessions to ensure they are running smoothly, e.g. through facilitating Q&As, introducing speakers, coordinating the collection of evaluation data.
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Resolving or attempting to resolve any straightforward issues on the day using judgement and initiative and immediately escalating to the KIAI team where appropriate.
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Hold overall responsibility for any data collected through the event registration process or evaluation process.
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Knowing and communicating to event assistants, speakers or the general public key health and saftety procedures if necessary.
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This list is not exhaustive and event assistants may be asked to undertake reasonable duties in line with the role to ensure the smooth-running of the festival.
Qualifications
Completed undergraduate degree.
Skills
Essential: hold a current affiliation to King's, either current student, staff member, or other.
Essential: experience of organising events or providing logistical support for events, including but not limited to academic seminars, conferences, university open days, and outreach events.
Essential: strong communication skills, and willingness to communicate with the general public.
Essential: excellent organisation and time management skills with the ability to multitask.
Essential: ability to problem-solve, use sound judgement and remain calm under pressure.
Essential: interest in data science and/or AI OR public engagement activities.
Desirable: experience supervising the work of colleagues
Desirable: experience of communicating and/or working with young people (under 18).
Desirable: first aid trained.
Desirable: fire marshall trained.
Desirable: DBS checked.
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