Tournament Guest & Protocol Coordinator (Women's RWC England 2025 LOC)

Organisation: World Rugby
Salary: Competitive
Location: London
Contract type: Fixed Term (Full time)
Closing date: 5 June 2025
Job Description: TOURNAMENT GUEST & PROTOCOL COORDINATOR (Women’s RWC England 2025 LOC)
CONTRACT: specific days between 04/08/2025 and 30/09/2025
LOCATION: Webb Ellis House, Twickenham

Women’s Rugby World Cup England 2025 (Women’s RWC 2025) will be the 10th edition of the women's tournament. World Rugby, in partnership with the Rugby Football Union (RFU) and UK Sport, have formed a Local Operating Company to plan and deliver the event.

Ambitions for the tournament are at an all-time high as women’s rugby is one of the fastest growing team sports in the world. Women’s RWC 2025 will be the ultimate stage for the best players, teams and coaches from 16 nations across the globe and is set to be the biggest and most widely watched women's rugby event ever. If you are interested in being a part of a tournament that will celebrate a generational moment for global rugby, apply today!

RWC 2025 will see 16 teams compete, all of whom will hosted in a number of our 30 Team Bases. Each Team Base will consist of an outdoor training venue, indoor training venue, swimming pool, gym and a hotel. RWC 2025 will be appointing a Team Base Coordinator to each city to support the operations of the Team Bases within that city during the tournament.
The Tournament Guest & Protocol Coordinator is responsible for supporting the planning and delivery of the Tournament Guest & Protocol (TGP) programme across the Tournament. Reporting to the Tournament Guest & Protocol Manager, the TGP Coordinator will work in collaboration with World Rugby and other event functional areas to seamlessly plan and operationally deliver core elements of the guest programme such as arrivals and departures, transport, accommodation, catering, ticketing, match day experience, and overlay for the TGP guest areas , ensuring a high level Rugby World Cup experience for World Rugby guests and dignitaries.

LIST OF KEY DATES

17/07/25 – Induction and Team Readiness.
52 days based on 7 weeks x 5 days, 2 weeks x6 days & 5 pre-tournament days.

TASKS AND RESPONSIBILIITES  
• Prepare, collect, and manage guest lists and guest data in consultation with World Rugby, RFU, host cities.
• Liaise closely with Transport, Arrivals & Departures, Catering, Image & Look, Accommodation, Ticketing and Security to ensure the standard and quality of service is provided commensurate with the aspirations of the Women’s Rugby World Cup 2025.
• Work with the Ticketing Functional Area to ensure guest’s tickets are distributed and to resolve any issues.
• Maintaining up-to-date and accurate records of the hotel rooming list.
• Handling and communicating any changes with hotel venues promptly.
• Working with hotel staff to resolve any guest-related issues.
• Work with the Transport Functional Area to ensure schedules are adhered to.
• Liaise with the World Rugby travel agency and Transport Functional Area for coordination and booking of guest international and domestic travel, and the development individual travel itineraries bespoke for each guest.
• Support the delivery of World Rugby events in the finals week such as council meetings and general assembly.
• Tournament Time issue management and resolution.
• Host guests at match venues and at TGP hotel venues.
• Other duties as required to meet organisational or team objectives, as directed.

EXPERIENCE & KNOWLEDGE
Essential
• Proven experience in stakeholder relations and management.
• Proven experience and insight in to Guest Management and managing and dealing with guests expected to attend an event of this stature ensuring an eye for detail and a diplomatic approach
• Excellent track record in the management of personal itineraries and attention to detail for the benefit of the ‘individual’ client and ‘client’ experience
• Proven success at building excellent working relationships and engagement with other departments.
• Excellent communication skills and ability to deliver quality reports.
• Accustomed to working with a high level of corporate and public scrutiny.
• Proven track record of a flexible, hands-on approach to delivery and a problem solving attitude.
• Proven ability to cope calmly under pressure and strength of character to handle challenging situations.
• All applicants must have a current and valid right to work in the UK

Desirable
• Major event experience, with an insight to operational installations and set up
• Experience in managing the planning and delivery of a VIP & Protocol programme in a major event
• Experience in working with event management software/systems
• A working knowledge of the international rugby environment.

PERSONAL ATTRIBUTES
• A passion for sport and to contribute to the further growth of the women’s game.
• Role-models World Rugby’s values of Discipline, Respect, Integrity, Passion, and Solidarity.
• A positive, ‘can-do’ attitude; someone who is resilient, flexible, curious, and delivery focused.
• Adept at working under pressure in a fast-paced environment, delivering work to deadlines and honouring commitments.
• A collaborative team player, who builds strong relationships with colleagues and a diverse range of stakeholders.
• Excellent planning and organisational skills, managing multiple workstreams at once; meticulous attention to detail.
• Can navigate ambiguity and cut through complexity, taking a logical and creative approach to problem-solving.

Please note that RWC25 will carry out the sourcing, interviewing, selection and offer stages of this recruitment process. Should you be successful for the role, please note that onboarding, engaging and payrolling will be handled by a third party. Accordingly, if you are successful for the role, you will need to enter into a contract for services as a PAYE worker (or limited company contractor) with this third party.

Diversity, Equity & Inclusion:
Women’s RWC 2025 LOC is committed to building a diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality and inclusion and welcome applications from all individuals, regardless of their background. We strive to be a diverse and inclusive workplace, which reflects the global sport we want to be and where everyone can be themselves and feel they belong.
How to apply: https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=3463&company=worldrugbyP