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Event Assistants
Job Description
This is a zero hours contract, events are on an ad hoc basis, we cannot guarantee hours every week.
Student Event Assistant with QM Venues
QM Venues manages all internal and external events in QMUL spaces. As event assistants, you would be supporting our team in managing events, supporting our clients and ensuring all our events are run safely and smoothly.
You will be managed by members of the operational team for QM Venues, with a clear manager for each event you work.
Roles might include:
- Welcoming visitors to a venue and controlling entry into a space.
- Acting as an usher during an event in the Great Hall to ensure compliance with relevant legislation, local authority rules for theatre management and fire safety procedures
- Clear communication with the duty manager and other team members via the use of 2-way Radios.
- Staffing a cloakroom/registration point.
- Assisting with the set-up/break-down of an event.
- Supporting our clients during an event that a Venues team member cannot attend.
- Supporting hospitality team at large scale events serving food and beverage when required.
Qualifications
.
Skills
Skills you will need:
- Communication Skills - the ability to verbally pass on information to others. Being able to efficiently communicate tasks that need to be completed and any issues that may arise.
- 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 ? being vigilant during events to ensure event managers and clients are supported and events are run safely.
- Motivation ? the ability to achieve key goals.
- Time management skills - Ability to work at the required time given by managers and time keep during events.
- Enthusiasm ? a genuine interest in event management and hospitality.
- Team working skills ? ability to collaborate, work well with others, lead and follow.
You will be expected to:
- Understand the complexities of each type of event depending on size, client needs, timing and collaboration with other departments.
- Confidently communicate with external guests for events, including welcoming guests, assisting with seating arrangements, distribution of programmes/materials and safely clearing venues when needed.
- Present yourself in a smart manner and wear uniform provided or follow a dress code where required.
- To behave accordingly when working at events to ensure a professional and positive image is always conveyed. Eating, drinking, smoking and the use of mobile phones when on duty is not permitted.
You will receive training in:
- Fire Marshalling for events and other emergency situations.
- Basic technical training for lecture theatres, radios and other equipment.
- Front of house skills, including ticketing, box office and ushering.
Application Process
- Once your application is received, you may be invited to a group interview for the Venues team to meet you and assess necessary skills.
- Upon appointment, you will be expected to attend the mandatory training before you are able to work any events.
- After this, you will be able to put yourself forward for shifts and events.
MORE JOBS LIKE THIS
Are you passionate about producing live events, gaining hands-on experience, and working alongside industry professionals? Queen Mary's Centre for Creative Collaboration is offering an exciting Assistant Producer role for Spring 2025. This is a fantastic opportunity to gain real-world experience in event production and make meaningful contributions to campus based cultural events at Queen Mary University of London.
No prior experience is needed, and this opportunity welcomes people from all subject disciplines at Queen Mary.
The Assistant Producer role provides a unique opportunity to work on the production of a co-created arts and culture festival in BLOC in Arts One. You'll gain direct experience in project management, event coordination, and creative production, all while collaborating with experienced arts and cultural producers from local community organisations.
This year Assistant Producers will be involved in co-creating a short film festival with UK Asian Film Festival, producing a mini-Mela with local Bengali heritage organisation for Swadhinata Trust and in curating an evening of music and poetry inspired by the history of the People's Palace at QMUL.
You'll be involved in all stages of event production, from planning and logistics to delivery and evaluation. The role offers a great opportunity to develop skills in creative collaboration, problem solving, communication and event production.
Main Duties and Responsibilities
1. Event Planning & Coordination:
- Support the preparation and logistics for live events, ensuring effective communication between internal teams, artists, and external partners.
- Assist with event documentation, project timelines, and risk management strategies to ensure smooth event execution.
2. Creative Development:
- Contribute to the creative programming of the festival, helping curate performances, workshops, and public engagements.
- Provide input on how events can foster audience engagement and reflect the cultural and creative goals of the QM Centre for Creative Collaboration.
3. Logistics & Venue Management:
- Work on the logistics of venue setup, technical requirements, and coordination with suppliers and vendors.
- Manage rehearsal schedules and support artists and/or performers during events.
4. Marketing & Audience Engagement:
- Collaborate with the marketing team to create promotional material, engage audiences on social media, and boost event visibility.
- Assist with audience services, including registration, inquiries, and ticketing on event day.
5. Post-Event Evaluation:
- Help gather and analyse feedback from attendees, artists, and team members to improve future events.
- Contribute to reports on event outcomes, lessons learned, and any improvements for the next production cycle.
Whats on offer?
As an Assistant Producer, you will have the chance to:
- Work closely with professionals across various departments in the creative and cultural sector.
- Develop practical skills in event production, including creative programming, project management, and stakeholder engagement.
- Enhance your CV with real-world experience from a recognised academic and cultural institution.
This role will provide you with insight into the world of cultural event production and allow you to contribute to projects that have a meaningful impact on both the Queen Mary community and its wider public audience.
Details of the Work:
- You'll be part of the production team responsible for delivering a festival at Queen Mary University.
- The role will involve collaborating with internal teams and external artists, ensuring smooth event delivery.
Important Dates:
You must be available for the following workshop times to apply:
Monday Jan 13th 4.30pm-6.30pm
Monday Jan 20th 4.30pm-6.30pm
Monday Jan 27th 4.30pm-6.30pm
Monday Feb 3rd 4.30pm-6.30pm
Monday Feb 10th 4.30pm-6.30pm
Monday Feb 17th 4.30pm-6.30pm
Monday Feb 24th 4.30pm-6.30pm
Monday March 3rd 4.30pm-6.30pm
Weds March 5th 2pm-6pm
Qualifications
- This opportunity is open to 2nd-year students, 3rd-year students, and graduates within 12 months of study at Queen Mary University.
- Unfortunately, 1st-year and postgraduate students are not eligible for this position.
Skills
Questions for supporting letter:
- What course you are studying? What year are you in? If recent grad, how many months since you left QM?
- Why are you interested in applying for Assistant Producers?
- What skills and experience are you hoping to gain?
- Which of the three projects this year are you most interested in being a part of, and why? (UK Asian Film Festival, Swadinata Trust mini-Mela or People's Palace poetry and music)
- Do you have any questions for us, or is there anything else you'd like us to know?
The Greenwood Theatre is located on the Guy's Campus at London Bridge, and the biggest theatre in the College. It is one of the best specified theatres in any university in the UK with 450 seats, a full fly tower, large stage, full sound and lighting provision, 6 dressing rooms and a 'pocket park' garden created outside. The theatre is very busy with both teaching and performances all year round, with a full programme of both student society performances and high profile external companies and performing arts groups. By law, we are required to have in place four ushers to act as evacuation marshals for the duration of any performance. There is one usher per emergency exit from the auditorium, and in the event of an emergency they are required to assist the theatre duty manager in evacuating the audience from the building.
This role is very important as being a point of contact between the paying public and the College. The ushers are the face of the theatre, being helpful, responsible and dedicated to providing an outstanding theatre experience. In the last three years, the Greenwood has developed an excellent reputation for, among other things, friendliness, and this role is absolutely vital in continuing to delight clients and visitors alike.
Sample tasks as part of the role include preparing the auditorium, checking tickets, assisting disabled patrons to their seating, guiding the audience in and out of the main auditorium and providing information to anyone who asks. An ability to take initiative is very helpful. During performances, you must remain in the auditorium to monitor the audience. Your appearance is essential in providing a professional look, so for your shifts you will be required to wear black trousers or skirt with black shoes and a white shirt/blouse. We will provide you with lanyards for your student ID to be displayed at all times whilst on duty.
Ushers are required for all performances and many additional events. You would be required for anything up to 3 evenings (4hrs per shift) in a week during the months of November-April, and outside of this time there is frequently a requirement for ushers most weekends and a number of evenings.
Qualifications
None
Skills
- A responsible attitude and a good manner when dealing with the public
- Punctuality is essential
- Previous experience in a customer services related role
- Excellent communication skills, including regularly managing shift allocations with theatre manager and colleagues via email
- Some experience, enthusiasm or knowledge of theatre
- Good organisational skills to manage shifts that will not be on a regular pattern
- Availability and flexibility
- Being London-based year round would be helpful but not essential.
Main Duties and Responsibilities:
- Setting up of photo-shoot area
- Organising, collecting and setting up photography equipment / lighting
- Providing useful support and tips to stduents with handout provided
- Taking headshots of students at event for 2/3 hours for their LinkedIn profile
- Ensuring they are registered on list with their student ID name and course before the picture is taken
In addition please ensure that you send your comprehensive CV and a covering letter outlining your suitability for the role to Tahera at t.huda@londonmet.ac.uk.
Qualifications
Photography Student
Skills in taking professional photo
Attention to detail
Skills
- Excellent communications skills, verbal and written
- Accurate data entry / IT skills and attention to detail
- Proven ability to meet targets within deadlines
- Demonstration of initiative and self-motivation to work alone and within a team
- Awareness of data confidentiality
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