Dear Applicant

LIVERPOOL BIENNIAL VIP AND EVENTS OFFICER

Thank you for expressing an interest in the VIP and Events Coordinator vacancy at Liverpool Biennial.

Please find attached a job information pack, which includes a job description and person specification, together with some background information about the Biennial. It also includes an application form and an equality and diversity monitoring form. Please note that you must apply using the application form, and CV’s will not be considered.

If you would like to apply you should include:

A completed application form, in which you demonstrate how you meet the knowledge, skills and experience requirements of the role.

A completed equality and diversity monitoring form. Please return the equality and diversity form as a separate document to your application form.

Application forms should be returned by e-mail to: jane@biennial.com no later than 12 noon on Wednesday 6 June 2018. It is expected that interviews will take place in Liverpool in the week commencing 11 June 2018.

If you have any queries about the application process, please do not hesitate to e-mail me. If you have any queries about Liverpool Biennial please visit our website at www.biennial.com

Yours sincerely

Jane HowardHR Consultant to Liverpool Biennial

JOB DESCRIPTION

Job Title: VIP and Events Coordinator

Salary: £19,440 - £20,388 depending on experience (pro rata)

Location: Liverpool Biennial55 New Bird StreetLiverpoolL1 0DN

Hours: 37.5 per week from 18 June – 23 July, 20 per week 23 July – 26 October 2018

Primary Purpose of job: The VIP and Events Coordinator works with the Executive and Front of House teams to deliver exceptional external relationships, especially for VIPs. The Partner and VIP Liaison ensures that all Biennial opening and other important events run smoothly and efficiently.

Directly Responsible to: Executive Director

Directly Responsible for: N/A

Line Manager: Executive Director

Main Responsibility

To support the Executive team in the implementation of cultivation strategies across our range of important partners and guests through an excellent hosting and networking program. The VIP and Events Coordinator will design and implement an exceptional VIP Programme and project manage events that are part of Liverpool Biennial 2018, including pre-event planning and logistics, management of events, budget management, support to participants, on the day logistics and follow up evaluations. The VIP and Events Coordinator will work with the Biennial team to deliver an agreed set of benefits for all sponsors, partners and visitors, especially VIP visitors. The role will require the proactive identification of prospective donors across all income streams, for each strand of the Biennial’s programme, working with the Director/Executive Director and wider teams on approaches, including proposal and letter writing.

Main Duties

Developing Funders and Patrons

Build and develop relationships with existing and potential sponsors, donors and funders, to create new and develop existing partnerships, donations and sponsorships

Identify and research potential sources of funding, including the criteria, eligibility and deadlines for applications, and prepare all necessary information to present to team members

Work with the Director/Executive Director to produce approaches to prospective supporters including written proposals, benefit packages, pitches, funding applications and support materials for bids including to sponsors, donors, trusts and foundations and international agencies

Research potential Sponsors and Patrons in collaboration with Development, Executive and Programme colleagues, ensuring the necessary information to develop proposals is provided within timescales

To liaise with curatorial staff to identify projects that should attract support

Create extensive networks of business contacts

Through the Director/Executive Director, contribute to the overall private giving strategy and packages and manage their implementation

To develop a good awareness of the corporate market place through regularly reading industry magazines and newspapers

Servicing Stakeholder Relationships

Manage delegated relationships with Liverpool Biennial’s funders, sponsors and patrons to offer exceptional levels of service

Co-ordinate and undertake follow-up with funders, trusts and foundations.

To work with the Development team to ensure funding is appropriately contracted, benefits are activated, relationships are maintained to the highest standard, reporting is completed in a timely manner and all deadlines are met.

Managing Events

Organise events for VIP’s, Artists, Sponsors, Patrons and prospective supporters.

Manage cultivation events including dinners, receptions, breakfasts, talks and hospitality events

Liaise with hosts on logistics of VIP events

Support Head of VIP on the preparation of guest lists for events

Ensure post event follow up, including thank you letters or calls and further contacts

Keep track of events calendar and oversee event budgets

Represent Liverpool Biennial at key events

Managing VIP Relationships

Design and implement an exceptional VIP programme.

Work with the Mediation Coordinator and Front of House Coordinator to ensure that the Mediation team delivers an outstanding VIP visitor experience for arts professionals, key sponsors, patrons and affiliates.

Expand the network of VIP contacts and ensure they are appropriately catered for.

Ensure the accessibility and provision of information and advice to all visitors and guests to enable them to make the most of their visit, which will encourage repeat visits and footfall driving between venues.  

Developing and delivering a programme of visits to Liverpool Biennial.

Create and develop new relationships and maintaining existing relationships between the Biennial and a variety of interest groups.

Devise and implement a calendar of VIP tours and visits in collaboration with the Programme team.

Manage logistical arrangements for VIPs.

Administer budgets for visits and tours as agreed in advance, and other financial tasks.

Work with the Front of House Coordinator and Programme teams in the organisation of celebrations, launch events and exhibition activities, VIP tours, Press tours etc.

Ensure that all enquiries made in person, by telephone, e-mail, or in writing are handled professionally, courteously, promptly and effectively. Assist visitors or guests with specialist enquiries, either transferring them to someone who can help or taking their details and contacting them when the information is found.

General and Administration

Ensure the effective administration of funders’, sponsors’ and patrons’ records and logs of approaches and future prospects

Write interim and final reports and deal with specific requests for information from funders

Contribute to marketing and communications activity by collating guidelines for funders’ and stakeholders’ crediting arrangements and contributing to written material directed at partners, funders, and stakeholders

Work with the Director/Executive Director to record and present fundraising targets and financial records

Assist with the commissioning of market research, and the process of evaluation and reporting including managing the performance indicators database

Support the organisation by maintaining and updating contacts relevant to fundraising on the Biennial database

Other duties as required commensurate with the level and nature of the role

Work within the context of the Biennial’s Equal opportunities policy, both within delivery of service and treatment of employees and colleagues

Internal and External Lines of Communication

The Partner and VIP Liaison is required to attend staff and team meetings. They also attend monthly fundraising meetings with the Biennial programme teams

This is primarily and outward facing role, requiring attendance at networking events and developing lines of communication with current and potential sponsors

Weekly work planning and review meeting with line manager. Regular Programme Team meetings and staff meetings.

Training and Personal Development

The Partner and VIP Liaison is expected to fully participate in: - Staff development Training opportunities which are made available for all staff as well as those identified as

being post specific through the appraisal process.

Health and SafetyThe Partner and VIP Liaison will take all reasonable steps to ensure that the working environment conforms to current Health and Safety at Work regulations through contribution to and understanding of the Biennial’s yearly risk assessment and the timely reporting of hazards or potential risks.

Basic SystemsThe Partner and VIP Liaison will be expected to report any deficiencies in the basic systems which they either use or for which they have responsibility.

ReviewThis job description will be reviewed six-monthly during a Performance Appraisal. In the period between Performance Appraisals other duties may be assigned that are consistent with the nature and responsibility level of the post.

PARTNER AND VIP LIAISON OFFICER PERSON SPECIFICATION

CRITERIAKNOWLEDGE AND SKILLS

METHOD OF ASSESSMENT

Education /Qualifications

Educated to university degree level or equivalent

Institute of Fundraising, CIM or similar professional body diploma

Desirable

Desirable

Application and Interview

Experience Minimum 3 years in a similar role Working in an arts and culture

environment Events management Databases for client relationship

management Delivering high quality, high value

relationships

EssentialDesirable

EssentialEssential

Essential

Application and Interview

Skills / Abilities Excellent verbal, written and interpersonal communication skills

Confidence to communicate with a wide variety of people including senior contacts

Used to networking Ability to build effective working

relationships internally and externally

Organising and planning Ability to manage multiple

deadlines Project management Office and IT systems Presentation skills Persuasiveness

All Essential Application, Interview and references

Attitudinal Factors

Active interest in the arts Confidentiality / integrity Dedication / loyalty Energy / motivation Resilience / adaptability Breadth of interests Team worker

All Essential Interview and references

Other Commitment to equalopportunities and cultural diversity.

Essential Interview

APPLICATION FOR EMPLOYMENT

Title of post applied for: TEMPORARY VIP AND EVENTS OFFICER

Before completing this form, please read the accompanying job description, person specification and briefing note.

Confidential1. PERSONAL DETAILS

Surname: Initials: Former surnames if different:

Preferred Name or Title (Optional):

Address:

Tel No (home):

Tel No (work):

Tel No (mobile): E-Mail address:

Nationality: If you are not a British passport holder or a European Citizen, or you do not have the permanent right to remain in the UK, you will require a work permit.

Do you need a work permit to be employed in the UK?

Yes No

If you already have a work permit, when does it expire? (Please note that your current work permit may not be valid for this post.)

Where did you learn of the post?

Preferred work arrangements: Full-time Part-time

2. EDUCATION AND PROFESSIONAL QUALIFICATIONS (Original documents as proof of qualification will be required upon appointment.)

Secondary School / College / University

Dates Examinations taken Date ResultFrom To

Professional Qualifications currently held: how obtained, grade and date

Other relevant Educational or in-work Training Courses, with dates

3. CURRENT OR MOST RECENT EMPLOYMENT

Title of Post: Salary/Grade: Name of Employer:

Address:

Date Commenced: Date Ended (if applicable):

Please outline your responsibilities, to whom you are responsible and staff responsible to you (if applicable):

Reason for leaving or wishing to leave:

Period of notice required to terminate present employment:

Please notify us of any dates when you are unavailable for interview:

4. PREVIOUS EMPLOYMENT (Please use continuation sheet if necessary.)

Name and Name and Address of Employ Employer Position Held Dates of Employment, and reason for

leaving. Final grade/salary

Description of duties:

Description of duties:

Description of duties:

Description of duties:

5. Bearing in mind the detailed job description and person specification, please tell us in your own words why you believe you are a suitable candidate: the qualities, experience and vision you would bring to the post if appointed. Please continue on a separate sheet if necessary. (You can insert a new sheet by pressing ctrl and enter)

6. Disabilities

Do you consider yourself to have a disability? Yes No

If “yes”, please give us any relevant information that you feel would help us to accommodate your needs during your interview and fulfil our obligations under the Equality Act 2010:

7. Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975Have you any convictions that are not spent under Rehabilitation of Offenders Act? Yes No

If Yes, please provide further details: [Spent convictions do not have to be declared]

8. REFERENCES

Referee 1 Referee 2Title: Title:

Full Name: Full Name:

Job Title: Job Title:

Organisation: Organisation: Address: Address:

Tel No: Tel No:

E-mail address: E-mail address:      

Mobile No: Mobile No: Please state if we may obtain this reference prior to interview.

Yes

No

Please state if we may obtain this reference prior to interview.

Yes

No

9. DECLARATION

I declare that the information given in this application form is true and complete. I understand that if I have given any misleading information on this form or made any omissions, this will be sufficient grounds for terminating my employment.

Signature: Date:

Name: The information provided by you on this form as an applicant will be stored either on paper records or a computer system in accordance with the Data Protection Act 1998 and will be processed solely in connection with recruitment, in accordance with Liverpool Biennial’s Recruitment and Selection and Data Protection Policies.

PLEASE RETURN THIS FORM TO JANE HOWARD: Jane@biennial.com

BACKGROUND INFORMATION

Liverpool Biennial is the UK Biennial of Contemporary Art and presents a free festival of contemporary art from around the world every two years. It takes place across the city in public places, galleries and online. Liverpool Biennial is underpinned by a programme of research, education, residencies and commissions.

The Biennial Exhibition brings an international focus to our work. It is the moment when the world comes to Liverpool to engage with our thinking, and when we present art to the world.

Founded in 1998, Liverpool Biennial has commissioned over 305 new artworks and presented work by over 444 artists from around the world. During the last 10 years Liverpool Biennial has had an economic impact of £119.6 million.

Both Bloomberg New Contemporaries and the John Moores Painting Prize at the Walker Art Gallery are key strands of the Biennial and draw new audiences to the city. New Contemporaries presents the best of recent graduate works and John Moores shows the results of an open competition for contemporary painters.

Sally Tallant is the Artistic Director and CEO. Liverpool Biennial was conceived and founded in 1998 by James Moores (with Jane Rankin Read, Lewis Biggs and Bryan Biggs) and presented the first Liverpool Biennial in 1999.

The next edition takes place in 2018.

Equality and diversity monitoring

Liverpool Biennial is committed to ensuring that its services are accessible to everyone regardless of race, gender, ability, religion, sexual orientation or age. The information you give on this form will help us comply with our policy of ensuring that we meet our obligations under the Equality Act 2010.

We recognise that some people may regard some of this information as personal and we have, therefore, included an option in most questions for ‘prefer not to say’. You do not have to complete all of this form, but it will help us improve our services if you can complete as much as possible and return the form.

All information Liverpool Biennial collects around equality and diversity will be treated and stored confidentially in accordance with the Data Protection Act, and our own Data Protection Policy. Access to this information will be restricted to staff involved in the processing and monitoring of this data. It will be used to provide statistical information only.

Please give your consent below for your information to be stored and used in this way.

Signed: Date:

A. Your age

What is your date of birth?

Prefer not to say

B. Disability

The Disability Discrimination Act 1995 (DDA) defines a person as disabled if they have a physical or mental impairment, which has a substantial and long-term effect (ie has lasted or is expected to last at least 12 months) on the person’s ability to carry out normal day-to-day activities.

Do you consider yourself to have a disability according to the terms given in the DDA?

Yes No Prefer not to say

DD/MM/YYYY

If you have answered yes, please indicate the type of impairment which applies to you. If your experience more than one type of impairment, please tick all the types that apply. If your disability does not fit any of these types, please mark Other and specify.

Physical/mobility impairment, such as a difficulty using your arms or mobility issues which require you to use a wheelchair or crutchesVisual impairment, such as being blind or having a serious visual impairmentHearing impairment, such as being deaf or having a serious hearing impairmentMental health condition, such as depression or schizophreniaLearning disability/difficulty, such as Down’s syndrome or dyslexia or a cognitive impairment such as autistic spectrum disorderLong-standing illness or health condition, such as cancer, HIV, diabetes, chronic heart disease or epilepsyOther (Please specify below)

C. Your ethnic group

(These are based on the Census 2001 categories, and are listed alphabetically)

Asian, Asian British, Asian English, Asian Scottish, Asian Welsh or Asian Irish

Indian Pakistani Bangladeshi Other Asian Background

Black, Black British, Black English, Black Scottish, Black, Welsh or Black Irish

Caribbean African Other Black Background

Chinese, Chinese British, Chinese English, Chinese Scottish, Chinese Welsh or Chinese Irish

Chinese Other Chinese Background

Mixed

White & Black African

White & Black Caribbean

White & Asian Other Mixed Background

Other

Other Please state:

Prefer not to say

White

White-English White-Welsh White-British White Non-European

White-Scottish White-Irish White-European Other White background

D. Your gender

Male Female Prefer not to say

Do you identify as transgender?For this question ‘transgender’ is defined as an individual who lives, or wants to live, in the gender opposite to that they were assigned at birth.

Yes No Prefer not to say

E. Your religion or belief

Buddhism Christianity Hinduism

Islam Judaism Sikhism

No Religion Other Prefer not to say

F. Your sexual orientation

Bi-sexual Gay Man Gay WomanHeterosexual Other (specify if you wish) Prefer not to say