Event Manager

Organisation: The Boat Race Company Ltd
Salary: £43,000-£50,000
Location: Home based/London/SE
Contract type: Fixed Term (Part time)
Closing date: 23 June 2025
Job Description: About The Boat Race:
The Boat Race is an annual rowing competition between the University of Oxford and the University of Cambridge. First held in 1829, it is one of the oldest and most prestigious sporting events in the world, drawing a large audience both in person and via broadcast.
Position Overview:
The Boat Race Company Ltd (BRCL) is seeking a freelance dynamic and detail-oriented Events Manager to join our team for an initial period of 12 months (July 2025-June 2026) with the possibility of it being extended. The successful candidate will report to the Events Director and will play a crucial role in planning several events culminating in the main event - Boat Race 2026. The role will be focused on the detailed planning and execution of individual events, working closely with stakeholders (clubs, other BRCL execs, clients, suppliers, councils) and vendors to bring the events to life.
This position is ideal for someone with excellent organisational skills, and the ability to work independently and within a team in a fast-paced environment. The Event Manager in general would work 2 days a week in July & August, 3 days a week Sept-Dec, 4 days a week from January-February, 18 days in March, 4 days a week in April, 6 days in May and 8 days in June for debriefs and planning over summer. Total of 144 days over a 12 month period.
Primarily a remote working role but would prefer the applicant to be located in the London/South East region so that they can attend event sites/BRCL meetings.

Main Responsibilities
1. Event Planning and delivery:
• Ensuring the successful end to end planning coordination & delivery of all events within The Boat Race calendar, including but not limited to: President’s Challenge, Trial VIIIs, Media & Official Fixtures, Crew Announcements and The Boat Race.
• Review, develop and produce event safety management plans for all Boat Race events, including but not limited to:
- Health and safety and planning documentation in line with industry standards, culminating in the Event Safety Management Plan for The Boat Race.
- Fan park management: event site designs for up to 200,000 public spectators, including crowd management plans.
- Security, contingency and emergency plans.
- Event briefings, schedules and overviews.
• Manage key delivery tasks at the event:
- Managing and resourcing the key delivery team, volunteers and sub-contractors.
- Leading the build, delivery and de-rig process of event infrastructure.
- Coordinating the procurement and scheduling of Launches.
- Supporting the delivery of venues for the VIP & hospitality experience.
- Coordinate event staff, including assigning tasks and managing schedules.
- Troubleshoot any issues that arise during the event, ensuring smooth operations.
• Update project management system (Asana) with task and project progress.

2. Budget Management:
• Manage the event budget, ensuring all expenses stay within the financial constraints.
• Negotiate contracts with suppliers to obtain the best possible rates.
• Track costs and manage invoicing.

4. Client and Stakeholder Communication:
• Coordinating as the operational main point of contact multi-agency liaison with London Boroughs, Emergency services, venues, University Boat Clubs, Umpires, TV production, and other key stakeholders and event partners.
• Coordinate 'Licensing, Operational & Safety Planning Group’ (LOSPG) meetings and tabletop exercises.
• Management of BRCL Event Assistant (alongside another colleague)
• Attend and lead (on rotation with other managers) staff & club meetings

5. Post-Event Evaluation:
• Conduct a full debrief of each of the events, gathering feedback from attendees and stakeholders to identify areas for improvement.
• Manage the reconciliation of final budgets and financial reporting.

Qualifications & Experience
• 3-5 years experience in event management
• Previous experience working on sporting or high-profile events or in a similar temporary/contract role.

Person Specification:
• Strong written and verbal communication skills.
• IT proficient so able to utilise site and project management software
• Ability to work both independently and as part of a team.
• Excellent organisational and project management skills with attention to detail.
• Ability to meet tight deadlines and handle multiple projects simultaneously.
How to apply: If you are interested in joining us then please send a covering letter with your cv to illustrate your relevant skills and experience for this role to camilla@partnersinhr.co.uk