Venue Sourcing & Events Coordinator

Clarke & Wright is a wills and estate planning firm running free public seminars in hotels, racecourses and conference venues across England — up to 150 guests, twice a day. As we continue to scale, we need a proactive Venue Sourcing & Events Coordinator to secure exceptional seminar locations, negotiate seamless venue contracts, and ensure every event setting provides a flawless experience for our attendees.

Tasks

What You'll Be Doing:
- Source suitable venues across the UK for seminars and events.
- Research venues based on location, capacity, facilities, availability, and budget.
- Contact venue managers and suppliers to explore rates, packages, and partnership opportunities.
- Negotiate discounts, complimentary spaces, and other cost-effective arrangements where possible.
- Build and maintain strong relationships with UK venues and event suppliers.
- Maintain an organised database of venues, contacts, pricing, and terms.
- Coordinate with the wider team on upcoming seminar and venue requirements.
- Research alternative venues when needed and help ensure events have suitable options.
- Support the company's social media accounts by responding to comments and messages on Facebook and Instagram.
- Monitor and respond to reviews across Google and Facebook, escalating any issues where appropriate.
- Provide regular administrative and operational support to the wider team.
- Data entry, record keeping, research, follow-ups, and other day-to-day administrative tasks.
- Support the team with general coordination and other responsibilities associated with the role.

Requirements

You should be:
- Have at least 2-3 years of experience in venue sourcing, events, conferences, hospitality, or a closely related field.
- Have previous UK venue sourcing experience, preferably within the UK events or hospitality industry.
- Strongly familiar with UK geography and locations.
- Confident communicating with venue managers, suppliers, and external contacts.
- Comfortable negotiating rates, discounts, and commercial arrangements.
- Naturally good at building and maintaining professional relationships.
- Resourceful and able to identify creative venue and partnership opportunities.
- Highly organised and detail-oriented.
- Confident communicating professionally across telephone, email, and social media.
- Comfortable responding to customer comments, messages, and online reviews.
- Able to work independently while communicating effectively with the wider team.
- A reliable team player who is willing to take ownership of both sourcing and administrative responsibilities.

The Ideal Candidate:

• The ideal candidate understands that venue sourcing is about more than finding somewhere available.
  You know how to assess whether a venue is right for an event, identify the right person to speak to, build rapport, and negotiate an arrangement that works for both sides.
• You're comfortable asking questions such as:
  "What can you offer us if we're bringing multiple events to your venue?"**
• You won't simply accept the first price you're given. You'll look for opportunities to negotiate a better rate, complimentary space, additional benefits, or a longer-term partnership.
• You're commercially minded without being pushy, professional without being overly formal, and genuinely enjoy building relationships with suppliers.
• Most importantly, you're someone who takes ownership and finds solutions

Working Hours & Commitment:
Hours: 9:00 AM – 5:00 PM UK Time, Monday to Friday (4:00 PM - 12:00 AM PH Time)
Break: 30-minute paid lunch break
Employment: Full-time only

Technical Requirements:
1. Computer
- Reliable laptop or desktop computer.
- Windows: Intel Core i5 processor or higher.
- Mac: Apple M1 chip or higher.

2. Audio
- Good-quality headset suitable for professional telephone calls/meetings.

3. Internet
- Stable primary internet connection.
- Backup internet source, such as a secondary ISP or reliable mobile hotspot.

Benefits

Benefits & Culture:
- 28 days annual leave, inclusive of 8 Bank Holidays and 20 paid holidays. Holiday entitlement is pro-rated.
- Dedicated wellness support.
- WFH benefits after successfully completing probation.
- Additional company benefits will be discussed during induction training.

Clarke & Wright is an equal opportunities employer. If you are unsure whether you meet the physical requirements, apply anyway, and we will talk it through honestly.

Clarke & Wright is a trading name of Clarke & Wright Legal Ltd, registered in England no. 11602410.