Event Planning Coordinator

• The Event Planning Coordinator is responsible for coordinating all conference and event catering requirements and associated logistics at the Etihad Stadium. Working closely with Sales, Hospitality Operations and other internal departments, the role ensures that event requirements are accurately planned, communicated and delivered within

agreed timelines.

Supporting a busy year-round events calendar, including conferences, corporate functions, private dining and large-scale matchday hospitality, the successful candidate will play a key role in ensuring seamless communication between clients and operational teams to support efficient delivery and a high-quality client and guest experience.

The role also supports the commercial administration of events, including cost tracking, purchase orders and billing information, ensuring accurate records are maintained throughout the planning process.

Day to Day Key Responsibilities

Event Planning & Coordination

• Coordinate catering requirements and associated logistics for conferences, corporate events, private functions and matchday hospitality.
• Coordinate client menu preferences and dietary requirements with Culinary and Sales, ensuring catering solutions reflect the event brief, guest requirements and agreed commercial objectives, with all confirmed arrangements accurately recorded in event documentation.
• Act as a key point of contact for the Sales team regarding catering arrangements in the lead-up to events.
• Consolidate final event details and produce accurate event sheets and function briefs for operational teams.
• Ensure all catering requirements, guest numbers, timings and service arrangements are clearly communicated within agreed deadlines.
• Coordinate client menu preferences and dietary requirements with Culinary and Sales, supporting tailored food and drink options that reflect the event brief and agreed brand requirements, and recording confirmed arrangements in event documentation. .
• Support the planning and coordination of multiple events simultaneously across a busy venue calendar.
• Attend weekly operational planning meetings to review upcoming events and requirements.

Client & Stakeholder Management

• Liaise with Sales, Hospitality Operations, Culinary and other internal departments to ensure event requirements are understood and coordinated.
• Support catering enquiries by obtaining relevant quotations, costs and operational information.
• Attend client meetings, final detail meetings and venue site visits to advise on catering arrangements.
• Respond promptly and professionally to event-related requests and enquiries.
• Maintain effective communication between clients and operational teams throughout the planning process.
• Capture client feedback and complaints, share them promptly with relevant departments, coordinate agreed follow-up actions and escalate unresolved issues to support service improvements.

Event Administration & Communication

• Prepare and distribute comprehensive event documentation, ensuring information is accurate and up to date.
• Maintain accurate records of event requirements, amendments and operational arrangements.
• Communicate changes to event specifications promptly to relevant stakeholders.
• Ensure all required documentation is completed and shared within agreed timelines.
• Support the coordination of catering arrangements across different hospitality spaces and event formats.

Commercial & Financial Administration

• Obtain and record catering quotations and associated event costs, compare them against agreed event budgets and quoted terms, and flag discrepancies or potential savings to the relevant budget or contract owner.
• Ensure all event-related costs are accurately captured and communicated for billing purposes.
• Prepare and issue billing information within agreed contractual timescales.
• Raise purchase orders for anticipated event costs in line with company procedures.
• Liaise with relevant departments to resolve billing queries and ensure accurate financial records.
• Support the identification of opportunities to improve administrative efficiency and cost control.

Event Operations

• Work closely with operational teams to ensure planned catering arrangements can be delivered effectively.
• Provide planning and administrative support for large-scale events and matchday hospitality operations.
• Assist with event delivery when required, supporting the wider Hospitality team during busy periods.
• Respond to last-minute changes and operational requirements, ensuring relevant teams are informed.
• Support post-event reviews and the communication of feedback to relevant stakeholders.

Health, Safety & Compliance

• Ensure event planning and coordination activities follow company policies and venue procedures.
• Communicate relevant guest access, security and health & safety requirements to operational teams.
• Support compliance with venue procedures relating to event access, security and operational arrangements.
• Maintain accurate event documentation to support safe and effective event delivery.
• Promote safe working practices across all event teams.

Skills, Knowledge and Expertise

Essential

• Previous experience in event planning, coordination or administration within a hospitality, catering or events environment.
• Strong organisational skills with the ability to coordinate multiple events and competing deadlines.
• Excellent written and verbal communication skills.
• Ability to build effective working relationships with clients, colleagues and internal stakeholders.
• Strong attention to detail, particularly when preparing event documentation and financial information.
• Confident using Microsoft Office, particularly Word, Excel and Outlook.
• Good numerical skills with the ability to manage quotations, costs and billing information accurately.
• Ability to work independently, prioritise workloads and respond to changing requirements.
• A proactive, flexible and customer-focused approach, with enthusiasm for hospitality and events, honest and transparent communication, and a consistent commitment to supporting colleagues and following through on agreed actions.
• Flexibility to work evenings, weekends and matchdays in line with operational requirements.

Desirable

• Experience working within a stadium, arena, conference centre, hotel or other large-scale events venue.
• Previous experience coordinating conference and event catering requirements.
• Knowledge of food and drink service, menu planning considerations and emerging event trends, with the ability to use this knowledge when coordinating catering options with clients and Culinary teams.
• Experience using systems such as Humanforce or similar operational planning platforms.
• Experience preparing event function sheets, quotations, purchase orders or billing documentation.
• Qualification in Events Management, Hospitality Management or a related discipline.

Why Join Us?

• Private Medical Insurance (Vitality) – including Virtual GP access and rewards
• Group Life Assurance – 4x salary paid to your nominated beneficiary
• Birthday Day Off – an extra day to celebrate
• Complimentary Meals on Shift – breakfast, lunch, fruit and hot drinks
• Employee Assistance Programme & Wellbeing Platform – including counselling support
• Company Pension Scheme
• Generous Holiday Allowance – plus bank holidays
• Career Development Opportunities – with progression across the campus