Event Coordinator
Application Deadline: 19 December 2025
Department: Public Events
Employment Type: Permanent - Full Time
Location: Silverstone
Reporting To: Head of Operations
Description
Adrenaline fuelled and non-stop, our Public Events team plan and deliver over 30 International and national motorsport, mass participation and leisure events throughout the year in addition to support the BGP Operations team with delivery of the Formula 1 British Grand Prix
You’ll hit the ground running when you join us – you’ll need to take control of allocated events and deliver them to the high standards expected of a world class venue. Though it’s not an easy ride, we can promise that it will never be boring – you’ll be surrounded by like-minded, passionate team players who put the pedal to the metal to get the job done. We’re expanding our thrilling programme, and you’ll play a vital part in taking us to the next level.
CarFest is the UK’s largest family fundraising festival, raising million for some of the UK’s most amazing children’s charities. The event is packed to the brim with activities and attractions to keep the whole family entertained. As well as the fastest and most breathtaking cars, CarFest promises so much more to keep the whole family entertained! With great live music, an array of celebrity stars adding their sparkle across the site, inspiring wellbeing sessions, famous chefs and cookery demonstrations, there’s something for everyone to enjoy.
JOB PURPOSE
The Event Coordinator role will both support with and lead on elements of the planning and execution of CarFest, ensuring that all tasks are delivered efficiently and professionally.
The role requires close collaboration with the rest of the CarFest Team and wider Public Events team, internal departments, and contractors to exceed expectations and ensure the successful execution of each task & project.
As part of a small, dynamic team that manages large-scale events, strong communication, teamwork, and accountability are key to our success.
Key Responsibilities
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Event Planning and Execution: Take full responsibility for the organisation, scheduling and execution of allocated tasks, which include, catering, vehicles, accommodation, radios, internet, accreditation. Ensure comprehensive post-event evaluation.
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Operational Planning: Develop efficient operational plans, production schedules, and event timelines linking the specific tasks into the wider overall event operation, collaborating with other Operational team members and the wider CarFest team.
- Procurement Management: Assist in sourcing products and services to enhance both new and existing events, while ensuring budget adherence
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Exhibitor Management: creation and circulation of event manuals to exhibitors and other third-party event providers, ensuring all information in the manual is accurate and up to date. Acting as a main point of contact for all exhibitors and answering all enquiries to the [email protected] mailbox in a timely manner.
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Supplier and Contractor Management: Negotiate and manage relationships with suppliers and contractors, ensuring high-quality, cost-effective, and safe services are delivered in line with set KPI’s.
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Health and Safety Compliance: Having awareness of event health and safety and managing risks to ensure the event is delivered safely, this includes ensuring contractors only work on site when they have completed the appropriate documentation and supplied the correct insurance and certificates. The Event Manager & Head of Operations will also be responsible for ensuring contractors adhere to Health and Safety Guidelines and KPI’s
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Creative Event Enhancement: Identify opportunities to enhance events, improving customer experience and business performance, while exploring ways to reduce costs and increase revenue.
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Access Control: Access control including working with the accreditation team to ensure all contractors, exhibitors and other event providers are set up and effectively uploading accreditation requests within agreed timescales and limits
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Budget and Financial Management: Support with the event budget and ownership of certain budget lines, ensure all information contained within is up to date and accurate. Ensure that purchase orders and invoices are produced on a timely basis and in accordance with financial parameters.
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Administrative Support: Oversee the administrative tasks required to deliver events, including raising purchase orders and processing invoices.
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Department Support: Assist the Operations Managers, Senior Event Operations Managers and Head of Operations with projects and tasks as required.
TEAM RESPONSIBILITIES
Help to create a positive and proactive culture within the event team and department
Professional presentation reflecting the Silverstone values & CarFest attitude.
PERFORMANCE RESPONSIBILITIES
- Performance will be monitored against the following:
- Ownership and completion of tasks/projects in a timely manner
- Budget management
- Teamwork
- Objectives set through the Personal Development Review (PDR) process
- Exhibitor & provider satisfaction
- Health and Safety
KEY RELATIONSHIPS
- Public Events and CarFest Team.
- All internal departments. The key business areas critical to the success of our events including finance, marketing, catering, logistics and venue operations.
- External third-party suppliers (traders, contractors, suppliers, and Car Clubs)
Skills, Knowledge and Expertise
- A relevant business or Events degree
- Minimum of 1 years’ experience working within the events industry. Motorsport Experience is beneficial but not essential
- Experience of working onsite at an outdoor event, desirable.
- Strong IT skills, particularly in Microsoft packages such as Word, Teams, Outlook, Excel and PowerPoint
- Strong communication and interpersonal skills including the ability to influence effectively
- Excellent customer service skills
- Ability to work to deadlines and under pressure in a small team environment, with multiple projects/tasks at any given time
- Team player with a "can-do" attitude
- Adaptability and the ability to jump in at the deep end
- Eye for detail with a strategic and logistical planning mind-set
- Health and safety awareness - completion of IOSH or similar training qualifications is preferable
- Driving Licence is essential
- Flexible approach to working hours, including evening and weekend work particularly between March - December
