Events Coordinator

Job Reference EC23

Reports to:                Senior Commercial Manager
Contract type:           Permanent, full time – 35 hours per week
(We will consider freelance contracts for the summer season (May to end October)
Post will involve regular evenings and weekends, bank holidays, along with early mornings and late evenings as and when the events schedule requires it.
Salary:                        £25,000 – £27,000 per annum

Role Summary

The role of Events Co-ordinator is to effectively and professionally coordinate (with a sensitivity to our Grade I listed status) and deliver a range of events and filming, both for income generation and community participation.

The Organisation

Chiswick House & Gardens Trust (CHGT) welcomes more than 1 million visits to the gardens annually. We look after a 300-year-old historic house, and landscape with 65-acre gardens, 1,800 trees and walled Kitchen Garden in the heart of West London. Over the years, our gardens have become central to the daily lives of thousands of people in our community.

We are a popular destination for dog walkers, families and joggers, we host weddings, film and photography shoots, outdoor theatre and cinema, music and food festivals which bring the community together. We are also committed to building our inclusive programme which encourages groups to come together to learn about nature, build confidence and aid wellbeing through a variety of gardening and creative activities.  We have emerged from the pandemic with a refocused vision: to operate and grow Chiswick House & Gardens as a vital community asset, for everyone every day.

The Commercial team at CHGT is responsible for all our income generating channels: venue hire, filming, partner events, retail, Café, properties, admissions, retail and groups. It also oversees and manages our community linked events such as creative programme, membership events and community led events like the annual Dog Show.

What you will be doing


Throughout the year CHGT hosts a variety of events: commercial, membership, community or partner. The Events Coordinator role will be to:

  • Coordinate events, overseen by Senior Commercial Manager, to an exceptionally high standard and to maximise their potential, providing guidance and expertise of choice of space and site restrictions
  • Ensure CHGT mission and values are given the necessary platform at all events to tell our story, mission and fundraising and membership acquisition efforts.
  • Co-ordinate events in accordance with CHGT procedures and standards, including the management of suppliers.
  • To establish excellent internal relations to ensure smooth and efficient delivery of all events, to include regular liaison with Visitor Experience team, Head of Gardens & Facilities Coordinator.
  • Develop excellent relations with contractors.
  • Track events budgets including internal resources


  • Be first line of enquiry responding to filming enquiries in a timely manner, pass hot leads to Senior Commercial Manager
  • Conduct filming recces with interested parties
  • Liaise with the VE team, Curator and Conservator for Chiswick House regarding filming/photography opportunitiesand staffing
  • Invigilate filming/photography bookings in accordance with CHGT procedures and standards


  • Input in to marketing plans to provide information allowing for the promotion and publicity of events.
  • Work with event partners and Marketing Consultant to ensure timely, quality and on-brand event marketing
  • Contribute content for members newsletters with topical stories


  • Provide general administrative support and deal with enquiries in the Trust’s Estate Office
  • To be self-administering

The core hours of work for this role will be 9am–5pm 5-days a week including evening and weekend working on a regular basis during open season. Event Duty Manager hours vary depending on the event.

Who We Are Looking For

You will be a polished, pro-active, and super-organised individual with experience of coordinating events for 2 or more years. You will have event logistics and event administration experience, great organisation skills and impeccable attention to detail.

A proven ability to effectively interact with clients
• Service oriented style with professional presentation skills
• Effective in providing exceptional customer service
• Clear concise written and verbal communication skills
• Excellent organizational, interpersonal, and administrative skill
• Proficient in Microsoft applications and SharePoint

You’ll have the ability to be a hands-on and hard-working team player who is a good multi-tasker who can hit the ground running in a demanding & fast paced environment.

We are looking for people who reflect the diversity of the country today to help us shape and change our approach and make it more relevant to the diversity of the people in our local communities. Disabled people, those that identify as being from Black, Asian and minority ethnic backgrounds and people under 30 are under-represented in our staff and volunteer team so we particularly encourage applications from people in these groups.

What We Can Offer

  • An exciting opportunity to work at a unique venue set in 65 acres.
  • A friendly and efficient team that consistently produces an experience to delight our clients and community
  • A dynamic, fast paced and ambitious charity
  • 25 days annual leave plus bank holidays with an option to purchase up to 5-additional days holiday
  • An additional day off for your birthday
  • 2 days volunteering allowance
  • Paid overtime (if working on commercial events)
  • Staff discount in Chiswick House Café and Shop
  • Flexible working policy
  • Annual leave for your birthday
  • Employee Pension scheme
  • Cycle to work scheme

How To Apply

To apply please email with the subject EC23. Please provide your CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining the reasons for your interest in the post and why you believe yourself to be suitable.

Deadline: Closing date for applications is midday Tuesday 2 May.

Interviews: Interviews will be ongoing throughout the recruitment period and the role may be withdrawn before the closing date if a successful candidate is found.

If you have not heard from us by end April, please assume that your application has been unsuccessful on this occasion.

Start date: ASAP

Not sure you meet 100% of our qualifications? If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse work experiences and backgrounds. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role.