ARC Events and Exhibitions Producer

Job Purpose

This role focuses on event and exhibition programming, producing and delivery of a range of diverse events and exhibitions at the Advanced Research Centre (ARC), working across a variety of spaces open to the University community, partners and the wider public. The role ensures the smooth running of the ARC’s busy events calendar and leads on programming aspects of the ARC’s public-facing events, ensuring a welcoming and positive experience for visitors to the venue. The role builds partnerships with groups in the city, embedding long-term and meaningful community engagement into the usage of the spaces. Working closely with the ARC Events & Engagement Manager and the University Research Engagement Manager, the role combines operational and logistical delivery with creative planning to lead and coordinate the smooth delivery of events and exhibitions in the ARC calendar, liaising with companion teams involved in event provision. The role exists to facilitate the smooth running of day-to-day events, to coordinate the calendar for future activity, and to produce a range of creative, interdisciplinary and collaborative events.

Main Duties and Responsibilities

1. Acting as the key liaison for events and engagement at the ARC, work in tandem with a range of event proposers within and beyond the University, juggling multiple stakeholders with shifting priorities, to create clear and deliverable schedules for activities accepted into the spaces. Be the first point of contact for discussions around the features and assets of different spaces, making judgements on the suitability for different events. Lead on the review of use of spaces and influence future approaches and formats.

2. Manage and pro-actively influence the improvement of systems and processes for event scheduling, leading on systems reviews for booking processes. Oversee the day-to-day management of the ARC events calendar, ensuring the effective use of ARC engagement space, using initiative and judgement to maximise usage and occupancy while ensuring excellent standards of delivery. Negotiate with a range of teams across the University, including Conference and Events, Hospitality and Estates, on setup, derig and maintenance elements of complex events.

3. Programme, develop and deliver a range of public, research-inspired events, exhibitions, and activities at the ARC. Creatively respond to the ARC’s annual calendar and events strategy and utilise the versatile spaces and equipment for range of public activities that showcase University research to public visitors. Where appropriate, research items for display and create written exhibitions materials. Document exhibitions and events that take place at the ARC and consider ways to make these accessible for members of the public interested in learning about the range of activities that take place at the ARC.

4. Actively engage with partners within and beyond the University on events and engagement activity at the ARC, building long-term strategic partnerships across the city. Embed a long-term commitment to Glasgow community engagement and civic use of the Advanced Research Centre’s engagement spaces. Bring knowledge and experience to the ARC events programme around creative approaches and formats that elevate interaction, build safe co-development spaces, and empower involvement of different groups. Capture and record the different groups interacting in the ARC spaces and keep track of follow-on activity and relationship building.

5. Manage the budget for key programmes as part of the events calendar such as CinemARC and the Spring Fling, ensure careful planning, budgeting and resourcing of events and engagement activities. Liaise with event proposers to ensure budget lines and capacity for event delivery are clear and understood, and that incurred costs and staffing requirements have been realistically estimated. Manage ARC budgets for core programme activity and ensure general efficiency and value for money across event programmes.

6. Oversee and curate marketing campaigns and lead on communications strategy for public-facing events, working with colleagues in the ARC and central support teams. Lead on the promotion of ARC events through digital, socials, web, and print communications, working closely with the Research Services Communications colleagues.

7. Collate and manage data on all events, leading the management of an evaluation dashboard for the analysis of programme feedback. Pro-actively lead on the reporting and mapping of audience engagement data, and continuous service improvement. Analyse the data and produce reports to feed into ARC decision making.

8. Promote and embed University-wide policies and values related to equality, diversity and inclusion and utilise the University events toolkit as a benchmark for best practice, achieving high professional standards that are commensurate with the University’s reputation and brand.

9. Lead on embedding environmental sustainability within the planning and delivery journey, liaising with event proposers to seek ways to reduce waste and minimise the carbon footprint of an event.

10. Deputise for the Events and Engagement Manager when required, acting as a representative for the ARC Events and Engagement team, meeting with partners, chairing team meetings, and touring guests round spaces, plus any other duties necessary to support the role. Manage own time effectively and focus on own professional development through self-motivated learning and participation in appropriate internal and external training.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications 

Essential:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in similar related role(s), or Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A2 Detailed and demonstrable knowledge of events management and delivery processes and procedures including experience of dealing with partners, suppliers, and specialised equipment (such as AV kit and online platforms).

A3 Detailed knowledge of event policies and good practice, including a good working knowledge of GDPR, health and safety and broader safeguarding approaches and policies.

A4 Demonstratable knowledge of relationship cultivation with key stakeholders, including one or more of research, community, policy or industry partners.

A5 Knowledge of evaluation approaches to measure event success, including for participants and audience

A6 Understanding of relevant health and safety policies and procedures relevant to the role.

Desirable:

B1 Membership of an appropriate professional body, either relating to events, engagement, or project management.

B2 Knowledge gained through a busy, multi-strand events venue.

B3 A good grasp of event management software for bookings and/or registrations.

Skills 

Essential:

C1 Excellent interpersonal, written and communication skills to work effectively with a wide range of people.

C2 Excellent office IT skills, including databases, Excel, MS Teams and other Office tools.

C3 Excellent organisational and time-management skills, with the ability to manage a range of activities, meet deadlines and prioritise appropriately with demonstrable high level of administration skill and exceptional attention to detail.

C4 Ability to work efficiently under pressure, demonstrate initiative, and exercise judgement to resolve problems independently.

C5 Ability to work flexibly to support regular events held in the evenings and on weekends.

C6 Ability to negotiate with external suppliers/performers/outside agencies.

Desirable:

D1 Networking skills and ability to represent the ARC when meeting with external partners. Ability to build networks with key stakeholders including community groups, researchers and industry partners.

Experience 

Essential:
E1 Experience of managing audience-focused programmes and activities and/or event management, including working with budgets, timelines and procurement.

E2 Significant experience in an events coordination, planning and delivery role, hallmarked by a diversity of often back-to-back individual events, and requiring simultaneous planning.

E3 Experience of organising high-profile events, for example featuring high profile speakers and/or accommodating larger delegate numbers.
E4 Experience of negotiating with external agencies and suppliers to create value for money solutions and approaches.
E5 Experience of working both independently (for example using initiative to resolve unforeseen issues and challenges) and also as part of a team, sharing workloads with colleagues and playing a positive role in team-wide planning.

Desirable:
F1 Experience working with multimedia tools e.g. video, apps, print resources.

F2 Experience of establishing and managing sponsorship arrangements.
F3 Experience of related skills such as marketing, communications or public engagement.

Terms and Conditions

Salary will be Grade 6, £32,332 - £36,024 per annum.

This post is full time (35 hours p/w) and fixed term to 15 March 2025 to cover secondment leave. Some flexibility will be required around the working hours.

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK.  If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.