ROLE PURPOSE:
The overall purpose of the event planner role within the catering planning team is to orchestrate the seamless execution of a diverse array of events, ranging from conferences to exhibitions and dinners. This role involves collaborating closely with the client and other members of the Levy team, ensuring that clients receive exceptional service from the moment of initial event planning through to its successful delivery.
Northampton Saints holds a prominent position as one of the world's premier venues for conferences and events. As an event planner, the primary goal is to uphold and enhance the reputation of Levy by consistently delivering exceptional customer service and maintaining the highest standards of quality.
Key responsibilities include coordinating catering arrangements for various events, meticulously planning logistics, and ensuring that all client requirements are met with precision and efficiency. The role requires adept communication skills to liaise effectively with clients and other stakeholders to ensure that every aspect of the event aligns with the client's vision and exceeds their expectations.
Moreover, as part of the 'One Team' ethos, the event planner collaborates closely with other Levy and client teams fostering a culture of teamwork and shared commitment to excellence. This partnership is rooted in a dedication to customer focus and delivering unparalleled quality standards, with the ultimate goal of achieving client delight.
By embodying these values and working collaboratively across departments, the event planner plays a vital role in sustaining the Levy’s reputation for excellence and fostering long-term client relationships, thereby contributing to the continued success and growth of the organisation
KEY RESPONSIBILTIES:
Client Consultation & Event Planning
Work with corporate clients to understand their event goals, audience, and catering requirements.
Provide expert guidance on menus, service styles (buffet, plated, grab-and-go), and venue logistics.
Develop event proposals, including food and beverage options, staffing, and setup details.
Menu Planning & Coordination with Catering Team
Curate menus tailored to corporate events, ensuring dietary needs (vegan, gluten-free, halal, etc.) are accommodated.
Ensure food presentation aligns with the event theme and corporate branding.
Coordinate food tastings with clients and chefs to finalise selections.
Logistics & Vendor Coordination
Work with venue to ensure proper kitchen facilities, service areas, and guest flow.
Coordinate with third-party vendors for rentals (tables, chairs, linens, etc.).
Plan and oversee the logistics for large-scale events like conferences and exhibitions, ensuring food stations and service areas are strategically placed.
Budget Management & Contract Negotiation
Provide transparent cost estimates and ensure events stay within budget.
Negotiate with suppliers, venue, and rental companies to optimise costs without compromising quality.
Manage contracts, ensuring compliance with company policies and industry regulations. To administer all event related correspondence ensuring all contractual documents, deposits and final invoices are issued and paid according to company guidelines.
On-Site Event Execution & Supervision
Engage with Operational Delivery team to oversee food service execution, ensuring efficiency and professionalism.
Quickly address any last-minute client requests or service issues.
Client Relations & Customer Service
Act as the primary point of contact for corporate clients before, during, and after the event.
Ensure a seamless client experience through proactive problem-solving and attention to detail.
Gather post-event feedback to improve future services and strengthen client relationships.
Compliance & Health & Safety
Ensure food safety and hygiene regulations are strictly followed.
Implement corporate health and safety protocols for large-scale events.
Secure any necessary permits for catering at exhibitions, conferences, or banqueting events.
Business Development & Marketing
Build and maintain relationships with corporate clients, event agencies, and conference organizers.
Promote catering services through networking, industry events, and social media marketing.
Stay updated on industry trends to enhance catering offerings for corporate clients.
PERSON SPECFICATION:
By adopting our core values for teamwork and collaboration the candidate should share our passion for providing excellent visitor experience.
You should act as a role model and set an example for our team and the wider business.- You will have a passion for the events industry, be an effective communicator and have a sound, demonstrable knowledge of food and drink with a minimum of 2 years’ experience in event planning.
- A self-confident, approachable individual who can prioritise, excellent organisational and time management skills.
- You will hold a professional and confident telephone manner and have proficiency in the use of Microsoft Suite.
- Achieving compliance, customer feedback and complaint handling will also be part of your role
Who we are:
Levy is the vibrant and exciting sector of Compass Group, the world’s largest catering company. We work at some of the greatest venues in the world, delivering legendary experiences in food, drink, and hospitality.
In the UK, we are proud to have a wealth of long-standing partnerships with venues across sport, entertainment, and events. Our partnerships include venues such as Wimbledon, Twickenham, Edgbaston, Tottenham Hotspur, Principality Stadium, Scottish Event Campus (SEC) and ExCel London.
We are culinary champions – it’s what we do and it’s what we are passionate about. At the core of our work is the belief that sustainably sourced great food and drink, coupled with exceptional service is key to creating legendary experiences.
Focused on ‘doing the right thing’ for our people and the planet. sustainability, wellbeing, diversity, and inclusion are at the heart of what we do.
We have a commitment to being Net Zero by 2027, are official partners of the British Paralympic Association, and are proud to pay all our team members at least the Real Living Wage or London Living Wage.
