Job Description – Hawke’s Bay Tourism Events & Membership Coordinator

Job Title: Events & Membership Coordinator
Reporting Manager: CEO
Location: Ahuriri, Hawke’s Bay
Travel Required: Yes
Position Type: Full time

Regular contact with

  • Territorial local Authority – Napier City Council, Hastings District Council, Wairoa District Council and Central Hawke’s Bay District Council
  • Hawke’s Bay Regional Council
  • National agencies involved in encouraging visitors to NZ and Hawke’s Bay i.e. Tourism New Zealand and the Ministry of Economic Development
  • Regional agencies who share the same agenda, i.e. other Regional Tourism Organisations, Sport Hawke’s Bay
  • Commercial Event Managers and their organisations
  • Tourism business and operators
  • Event managers, venue operators, food and wine growers, chefs
  • Agencies specialising in design, print, and digital
  • Sector organisations
  • Maori agencies and Iwi groups
  • The staff of Hawke’s Bay Tourism

Background

Hawke’s Bay Tourism is the official Regional Tourism Organisation for Hawke’s Bay.  Hawke’s Bay Tourism is funded by the Hawke’s Bay Regional Council and by private contributions and membership fees. Membership to Hawke’s Bay Tourism is via the Hawke’s Bay Tourism Industry Association (previously Hawke’s Bay Wine Country Tourism Association). The Hawke’s Bay Tourism Industry Association is the sole shareholder of Hawke’s Bay Tourism.

The vision for tourism in Hawke’s Bay is for it to be a vibrant and valued contributor to the region’s economy. Hawke’s Bay Tourism’s mission is to get visitors here now, doing more and coming back.

Events play a large part in delivering visitor numbers to the region and we are seeking to grow this portion of our business both in building on events established by Hawke’s Bay Tourism and by bringing more events to the region.

Hawke’s Bay wants its events to showcase the Hawke’s Bay region, celebrating the community and its strengths by;

Building destination brand & profile
Providing economic return to the community
Attracting new residents and return visitors
Maximizing utilisation of venue infrastructure
Coordination of regional events


Key Responsibilities

The Events and Membership Coordinator will be responsible for; Coordination of both consumer and tourism industry events for the region:

Consumer Event coordination includes the following –

  • Coordinating a regional approach to attracting events to Hawke’s Bay by working alongside event coordinators within local councils.
  • Development of bids for winning business events (conference and incentive) to Hawke’s Bay
  • Coordinating information and materials to help with winning events to Hawke’s Bay
  • Coordination of an events database both of events and key contacts
  • Coordinating the following events on behalf of Hawke’s Bay Tourism
    • F.A.W.C! Food & Wine Classic Hawke’s Bay, held twice a year this is the region’s flagship food and wine event. This includes a launch function.
    • The Big Easy at Easter a 42km cycle ride on the Hawke’s Bay Trails
    • Activations around the Hawke’s Bay Marathon
    • Other events as require
  • Supporting existing events within the region – on http://www.hawkesbaynz.com
  • Consumer shows such as the Hawke’s Bay Wine Celebration

Trade Event coordination includes the following –

  • Trade Shows – HBT presence at TRENZ, Explore, Meetings and other shows as required. This includes show set-up (to meet brand guidelines).
  • The Hawke’s Bay Tourism Industry Awards (each August/September)
  • Other trade events as required

Membership coordination includes the following

  • Coordinating Membership events and workshops
  • Acting as Membership concierge, ensuring all benefits are delivered, and Member profiles are kept up to date and loaded onto hawkesbaynz.com

Key Responsibilities & KPIs

Key ResponsibilitiesPerformance Indicators
Overall coordination and delivery of Hawke’s Bay’s Regional Events Strategy
Coordinated Regional Approach to Visitor Event Servicing 
The centralised coordination and management of visitor events would provide a full regional perspective and approach to decision making, potentially reducing duplication and overlap, a strategic approach to event activity and a clearing house for decisions related to strategy, brands, marketing, information collection bidding and opportunities.
Research will drive decision making and provide the needed ability to monitor and evaluate progress.
Coordination of a Regional Events Group to deliver positive outcomes for all stakeholders
A coordinated approach across Councils
Shared collateral, plans and information across the region.
Management and delivery of the Regional Events Calendar
100% take up of the Hawke’s Bay brand by all signature and hosting event stakeholders
Develop a profile as an event leader and expert within Hawke’s Bay
Hawke’s Bay has a vibrant portfolio of home-grown events that appeal to residents and visitors. 
Events play a big role in the way a region projects itself externally. Hawke’s Bay has nationally recognised signature events – including Art Deco, Horse of the Year, Mission concerts, and Marathon which reflect the historical strengths around architecture, agricultural and equine and wine and food production. The success of these events in establishing the Hawke’s Bay profile is recognised. However, there is opportunity to grow other events around strengths through clustering of existing, event and attracting new events.
Maintenance and support of existing Hawke’s Bay events by working alongside the marketing team of Hawke’s Bay Tourism to ensure promotion
Seek at least 2-3 event opportunities that bring visitors from outside the region into Hawke’s Bay, outside the peak visitor months
Coordinating the following events on behalf of Hawke’s Bay Tourism
F.A.W.C! Food & Wine Classic Hawke’s Bay, held twice a year this is the region’s flagship food and wine event
 
Coordinating the following events on behalf of the region
The Big Easy at Easter a 42km cycle ride on the Hawke’s Bay Trails
Deliver both a Summer and Winter F.A.W.C! each calendar year. This involves coordinating with each event manager to build a programme of events across 10 days in summer and the weekends of June in winter. F.A.W.C! coordination includes event management, event coordination and delivery, managing the application process, developing a communications plan, liaising with external stakeholders, building marketing plans, developing a health and safety plan and managing budgets.
 
The Big Easy is collaboration with Napier City Council, Hastings District Council, Hawke’s Bay Regional Council and Sport Hawke’s Bay. It includes overall event management, working with external stakeholders, coordinating meetings and developing an overall event plan for all stakeholders to follow.
Care for the environmentEnvironmental sustainability is a key goal for Hawke’s Bay.  Events will need to reflect care for the community, and the environment.  The requires championing, and keeping abreast of new and approved ways of delivering events that demonstrate environmental and social responsibility.
Hawke’s Bay is the preferred regional event host
Hawke’s Bay with its climate and range of high quality indoor and outdoor event venues has been a favoured destination for traditional sport and multi sport events.  Increasing competition for these events from other cities and regions requires a strategy which provides an attractive proposition which builds on strengths (i.e. distance from major cities)  and addresses weaknesses  (costs and restrictions of air travel).
Act as the gate-keeper for event management in the region in terms of setting dates (so events don’t clash) to ensure delivery of the event to the highest standard.
Management of all bid documents and materials to attract events to the region (utilizing the Hawke’s Bay brand)
Develop incentives alongside Council bodies to ensure Hawke’s Bay is highly competitive when bidding for any event.
Hawke’s Bay is the obvious choice for the next business event (meeting, conference, congress, exhibition, incentive)Work alongside business events partners (venues, accommodation, transport etc) to develop compelling bids that attract business events to the region – with a focus on the shoulder seasons between Easter and Labour Weekend)
Develop, pitch, and host familiarization trips for Professional Conference Organisers (PCOs) to see and experience the facilities.
Increase satisfaction and buy-in of current and potential members of Hawke’s Bay Tourism Industry Association.Effective working relationships are developed and maintained with members and stakeholders
Member’s business profiles are loaded and current on the website
Members’ benefits are delivered by HBT

Develop effective working relationships with key stakeholders.
Ensure all key stakeholders are identified for each project
Work collaboratively with stakeholders to gain their input and buy-in, helping to ensure successful implementation of the project
Comply at all times with financial regulations and meet relevant statutory and corporate financial reporting arrangements and control requirements.Ensure the requirements of financial regulations and reporting requirements are clarified at the outset of each project.
Report on financial aspects to meet the requirements
Operate at all times in line with established policies, practices and priorities.Policies, practices and priorities are available and understood
Competencies
Proven sound judgementBalanced decision making, considers relevant information to draw a reasonable and appropriate conclusion. Has perseverance under pressure, appreciates the consequences of decisions.
Ability to juggle conflicting priorities and manage a busy workload; will need to manage a number of requirements at one time, and may be interrupted frequently to meet the needs and requests of staff, clients and contractors, and so excellent organisational, time and stress
Excellent Communication and Interpersonal skillsCreates clear, concise and informative documents. Conveys information clearly to stakeholders. Effective verbal, presentation and listening communications skills, and the ability to consult meaningfully and effectively with people from various backgrounds.
Management skills will be required to perform this role effectively
Detail orientedAn eye for detail is crucial in running events.  You will keep excellent records and be unfailing in your pursuit for perfection in the smooth delivery, lead up, running, and debrief of events.
Results orientedCommercially and financially savvy, focused on outcomes but remains strategic in thinking and implementation, recognises that creativity is required to achieve the right results. Makes things happen, energetic, enthusiastic, and positive about achievement. Able to deliver reports and analyse survey results drawing on conclusions to always improve how HBT operates.
Team player and leaderUnderstands the importance of teamwork, optimizes the strengths of a team, works to develop weaknesses, can be relied on, identifies when support is needed and offers help, is resilient to criticism, uses discretion and is a self starter.
• Ability to maintain strict confidentiality in performing the duties.
Culturally awareUnderstands the importance of Maori tikanga – especially for tourism; respectful of cultural practice, champions and promotes inclusion

Person Specifications

  • You are a details person.  You have a passion for food, wine, and events.  You have a good understanding of branding and public relations.  You are enthusiastic and likeable.  You have the ability to deliver sophisticated activations that reflect Hawke’s Bay.  Ideally you have a background and proven track record in organisation events.  Ideally you have worked with sponsors.  You are a problem solver, and you maintain a positive, calm, and can-do disposition at all times.  A tertiary qualification and/or appropriate experience in a relevant discipline, e.g. Diploma or Degree in Marketing, Tourism or Event Management other similar discipline.
  • Ability to apply knowledge of the following areas in the context of the role:
    • Understanding of the visitor environment, and ability to demonstrate how this understanding has been used to develop services, products or activities.
    • Understanding of the event environment, and ability to demonstrate how this understanding has been used to develop and market relevant events.
    • Demonstrate event management skills and success in the events space.
    • Understanding of regional and national networks and the roles other agencies play in promoting and marketing Hawke’s Bay and NZ as an events destination for visitors.
    • Understanding of the regional economic, cultural and political environment.
  • Computer skills including the ability to operate computerized spreadsheets, word processing, at a highly proficient level.
  • Current NZ Drivers Licence.