Event Coordinator - Community Christmas Day

Applications close 10pm Sunday 8 November 2026. Successful shortlisted applicants will be invited to attend an initial interview during the week commencing 16 November 2026.
We can provide a BSL interpreter if required.

The Role

Responsible to: Senior Operations Manager

Working Closely with: Communities Team

General Description

We are looking for a highly organised, proactive and personable Community Christmas Day Event Coordinator to take the lead on planning, coordinating and delivering BAC's annual Community Christmas Day Party.

Working closely with the Senior Operations Manager and Communities Team, you will be responsible for bringing together all the different elements of the event, from volunteer recruitment and guest communications to entertainment, production, logistics and event setup.

This is a hands-on role requiring excellent organisational skills, strong communication and the confidence to take ownership of an event with multiple moving parts and a tight delivery deadline.

The successful candidate will be comfortable working independently, building relationships with community partners, managing volunteers and coordinating internal teams to ensure the event is welcoming, inclusive, safe and well organised.

Ideally, the postholder will be available to work on Christmas Day itself. However, we will consider candidates who cannot work on Christmas Day, provided they can deliver a comprehensive operational handover to the team responsible for the event.

Role Responsibilities

Event Planning & Delivery

• Take responsibility for coordinating the planning, production and delivery of BAC's Community Christmas Day Party.

• Develop and maintain a detailed event plan, timeline, task list and delivery schedule, ensuring all elements are completed on time.

• Coordinate with BAC's Production & Technical, Visitor Experience and Operations teams to ensure the event is appropriately resourced and delivered safely.

• Oversee the planning and setup of the Grand Hall, including seating layouts, decorations, lighting, sound, entertainment and other event requirements.

• Source, book and coordinate suitable entertainment and activities for the event.

• Coordinate the procurement and delivery of decorations, gifts, equipment, materials and other event resources.

• Work with relevant BAC colleagues to coordinate catering requirements and arrangements.

• Ensure that all suppliers, entertainers, volunteers and delivery teams have clear schedules, briefs and the information they need.

• Support the preparation of event risk assessments and operational plans, working with the relevant operational leads to ensure BAC's health and safety and safeguarding procedures are followed.

• Where available, support and coordinate delivery on Christmas Day, ensuring that guests and volunteers have a positive experience.

• Where Christmas Day attendance is not possible, prepare a detailed handover, including event plans, contact lists, volunteer responsibilities, schedules and contingency arrangements.

Volunteer Coordination

• Manage the recruitment and call-out process for volunteers supporting event preparation and Christmas Day delivery.

• Act as the main point of contact for volunteers, monitoring the volunteer inbox and proactively following up enquiries and applications.

• Coordinate volunteer onboarding, relevant checks, inductions and briefings in line with BAC procedures.

• Develop and maintain volunteer rotas, assigning clear responsibilities and ensuring appropriate cover for all aspects of the event.

• Communicate schedules, expectations, practical arrangements and responsibilities to volunteers in advance.

• Ensure volunteers feel welcomed, supported and confident in their roles.

Guest Management & Community Engagement

• Manage the Christmas Day guest list, including invitations, bookings, confirmations and attendance records.

• Monitor the Christmas Day inbox, responding to enquiries and proactively making telephone calls to guests to confirm details and follow up outstanding information.

• Collect and coordinate dietary requirements, access needs and travel arrangements, liaising with relevant teams and suppliers to ensure these are accommodated.

• Maintain accurate and confidential guest records, ensuring all personal information is collected, stored, shared and disposed of securely in accordance with BAC's data protection procedures.

• Work closely with the Communities Team to build relationships with local community organisations, charities, referral partners and neighbourhood networks.

• Lead on communications to community partners and local networks to promote the event and encourage participation.

• Distribute invitation posters and promotional materials to local community hubs, organisations and relevant public spaces.

• Help ensure that the event reaches people who may particularly benefit from an opportunity for connection and community on Christmas Day.

• Provide a friendly, accessible and respectful point of contact for guests, community partners and volunteers.

Budget, Resources & Administration

• Work within the agreed event budget, monitoring expenditure and keeping accurate records of costs and commitments.

• Source donations, gifts, goods and services from local businesses, community partners and suppliers where appropriate, ensuring the best possible use of available resources.

• Coordinate purchasing, supplier arrangements, invoices and other event administration in line with BAC procedures.

• Maintain accurate event information, contact lists, schedules and planning documents.

• Organise and attend planning meetings, recording actions and following up to ensure deadlines are met.

• Provide regular progress updates to the Senior Operations Manager and Communities Team, identifying risks or issues early and proposing practical solutions.

• Support a short post-event review and handover of useful information to inform future Christmas Day events.

General Tasks

• Work collaboratively with colleagues across BAC, contributing to a positive and supportive working environment.

• Ensure that BAC's commitment to access, inclusion, sustainability and community is reflected throughout the planning and delivery of the event.

• Follow BAC's policies and procedures, including safeguarding, health and safety, data protection and financial controls.

• Undertake other reasonable tasks relating to the successful delivery of the Community Christmas Day Party.

Person Specification

When we shortlist, we use these criteria to select the best candidates.

Knowledge:
the understanding of a subject or information that a candidate has

Essential:

• Understanding of the practical requirements involved in planning and delivering events.

Desirable:

• Understanding of community engagement and working with people from a wide range of backgrounds.

• Knowledge of health and safety and safeguarding considerations for public events.

• Familiarity with theatre, arts venue or community event operations.

Experience:
the practical application of the knowledge that a candidate has acquired through working or living

Essential

• Experience organising and coordinating events, projects or community activities.

• Experience managing multiple tasks, schedules and deadlines.

• Experience communicating with a range of stakeholders, suppliers or members of the public.

• Experience using Microsoft 365, particularly Outlook, Excel and Word

Desirable:

• Experience coordinating event production, technical requirements or venue setup.

• Experience managing event budgets, sourcing donations or negotiating with suppliers.

• Experience organising events for people with a range of access or support needs.

Skills:
the specific abilities that a candidate has acquired through practice or training

Essential:

• Excellent organisational and administrative skills, with strong attention to detail.

• Confident, warm and professional communication skills, including the ability to speak with guests and volunteers over the telephone.

• Ability to work independently, take initiative and see tasks through to completion.

• Strong interpersonal skills and the ability to build positive relationships with a wide range of people.

• A flexible, proactive and hands-on approach, with a willingness to get involved in practical event preparation.

• Ability to work calmly under pressure and respond positively to changing circumstances.

Values:
the behaviours a candidate should be able to demonstrate

BACs values reflect the motto inscribed the walls of our old Town Hall building “Not for me, not for you, but for us”. We are inclusive and kind.

We expect all our staff to live this motto in their approach to work and BACs mission.

Terms & Conditions

Contract: Fixed term, paid weekly, commencing as soon as possible and ending in December 2026, with final date to be confirmed.

Hours: 2.5 days per week, approximately 17.5 hours, with flexibility in how these are scheduled to meet the needs of the event. Additional flexibility may be required during the final preparation period.

Christmas Day: Availability to work on 25 December 2026 is highly desirable but not essential. Candidates unable to work on Christmas Day must be available to complete a comprehensive handover in advance.

Salary: £18.35 per hour, paid at a triple pay hourly rate for hours worked on Christmas Day (25 December).

Location: Battersea Arts Centre. Some flexibility to work remotely may be available, although regular on-site working and visits to community partners will be required.

Annual leave and other benefits: Annual leave accrued at a rate of 12.07% of worked hours.

Start date: As soon as possible.