About Company
Gala Events & Venue Solutions Ltd is a distinguished, Edinburgh-based event management company renowned for crafting unforgettable experiences. With a reputation built on creativity, meticulous planning, and flawless execution, we specialise in transforming visions into reality for a diverse clientele. From high-profile corporate conferences and product launches to elegant private celebrations and bespoke social gatherings, our team delivers unparalleled service and innovation. We pride ourselves on our collaborative approach, working closely with clients to understand their unique objectives and deliver events that exceed expectations. At Gala Events, we believe every event is an opportunity to create lasting memories and make a significant impact. We foster a dynamic, supportive, and creative environment where passion for events is celebrated, and professional growth is encouraged. Join us and become part of a team dedicated to excellence in the vibrant world of event planning.
Job Description
Are you a seasoned Event Planner with a flair for orchestrating exceptional corporate and private functions? Gala Events & Venue Solutions Ltd is seeking a highly organised, creative, and client-focused Event Planner to join our thriving team in Granton, Edinburgh. This pivotal role requires a professional who can expertly manage events from conceptualisation through to flawless execution, ensuring every detail aligns with our clients’ objectives and our high standards of quality.
As an Event Planner – Corporate & Private Functions, you will be the driving force behind a diverse portfolio of events. On the corporate side, you’ll be responsible for planning and delivering everything from intimate executive meetings and impactful training seminars to large-scale conferences, gala dinners, and product launches. This includes understanding business objectives, managing complex logistics, coordinating cutting-edge AV, and ensuring a professional and productive environment. For private functions, you’ll be entrusted with bringing personal celebrations to life, whether it’s a milestone birthday, an anniversary, a themed party, or an elaborate social gathering. You will work closely with individuals and families to capture their unique vision, manage bespoke catering, entertainment, décor, and all elements that contribute to a truly memorable occasion.
Your day-to-day will involve extensive client consultation, developing innovative event concepts, rigorous budget management, precise timeline creation, and seamless vendor coordination. You’ll be adept at juggling multiple projects simultaneously, maintaining composure under pressure, and proactively troubleshooting any challenges that may arise. This role demands not just organisational prowess but also a creative mind, strong negotiation skills, and an unwavering commitment to client satisfaction. You will be instrumental in maintaining our reputation for excellence, building strong relationships with clients and suppliers, and contributing to the continued growth and success of Gala Events. If you are passionate about crafting extraordinary experiences and thrive in a fast-paced, creative environment, we invite you to apply.
Key Responsibilities
- Serve as the primary point of contact for clients, conducting thorough needs assessments and developing tailored event proposals.
- Design and conceptualise innovative event themes, layouts, and programmes for both corporate and private functions.
- Develop and manage comprehensive event budgets, ensuring all financial targets are met and providing transparent reporting.
- Identify, negotiate with, and manage a diverse range of suppliers, including venues, caterers, audiovisual technicians, entertainers, and transportation providers.
- Create detailed event timelines, production schedules, and logistical plans, ensuring all elements are coordinated efficiently.
- Obtain necessary permits, licences, and insurance, and ensure compliance with all health, safety, and accessibility regulations.
- Oversee all aspects of on-site event execution, including setup, registration, programme flow, guest management, and breakdown.
- Proactively identify and resolve issues during events, maintaining a calm and professional demeanour.
- Conduct post-event evaluations, gather feedback, and prepare reports to assess success and identify areas for improvement.
- Collaborate effectively with internal teams, including marketing and finance, to ensure seamless event delivery.
Required Skills
- Minimum of 3 years of demonstrable experience in event planning, with a strong portfolio of corporate and private events.
- Exceptional organisational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously.
- Proven ability to manage budgets, negotiate contracts, and secure favorable terms with vendors.
- Excellent verbal and written communication skills, with a talent for clear and persuasive client presentations.
- Strong interpersonal skills, capable of building rapport and maintaining positive relationships with clients and suppliers.
- Creative problem-solver with a proactive approach to identifying and mitigating potential challenges.
- Proficiency in event management software (e.g., Eventbrite, Cvent) and Microsoft Office Suite (Word, Excel, PowerPoint).
- A keen eye for detail and a commitment to delivering high-quality, meticulously executed events.
- Ability to work flexible hours, including evenings and weekends, as dictated by event schedules.
Preferred Qualifications
- Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field.
- Professional certification in Event Management (e.g., CMP, CSEP).
- Established network of reliable suppliers and venues within Edinburgh and the broader Scotland region.
- Experience with virtual or hybrid event platforms and technologies.
- Valid UK driving license and access to personal transportation.
Perks & Benefits
- Competitive annual salary commensurate with experience.
- Opportunities for professional development and continuous learning within the events industry.
- A dynamic, collaborative, and supportive work environment where creativity is encouraged.
- The chance to work on a diverse range of exciting and high-profile corporate and private events.
- Company pension scheme with employer contributions.
- Generous annual leave allowance.
- Employee assistance programme for health and wellbeing support.
How to Apply
If you are passionate about creating memorable event experiences and possess the skills and experience we’re looking for, we encourage you to apply! Please click on the application link below to submit your CV and a cover letter detailing your relevant experience and why you are the ideal candidate for this role. We look forward to hearing from you.