Event Coordinator - KOKO Theatre

Job Summary

As Event Coordinator at KOKO Theatre, you will be instrumental in the successful planning and delivery of our high-profile, large-scale and production-heavy events. These span live performances, brand partnerships, broadcast-scale productions, and complex multi-day hires. Sitting within the wider Events team and reporting to the Senior Events Manager, you’ll take the lead on end-to-end coordination of select events while supporting the broader event pipeline.

This role demands a proactive, production-savvy operator who is as comfortable working towards set timelines and stakeholders as they are handling logistics, talent requirements and technical specs. With the support of the Senior Event Manager, you’ll serve as the primary point of contact for internal teams and external partners across select events, ensuring that every detail is executed to an exceptional standard, and that the unique experience of KOKO Theatre is delivered consistently.

Key Responsibilities

Planning & Execution

- Coordinate on the planning and execution of designated events, from initial enquiry to post-event reporting, ensuring seamless operational delivery.

- Manage detailed event run sheets, production schedules and logistical timelines, with a particular focus on complex technical and production requirements.

- Act as coordinator across internal departments to align all aspects of event delivery.

- Oversee supplier coordination (AV, lighting, staging, decor, etc.), ensuring contracts, specs and delivery timelines are met.

- Conduct pre-event briefings and walk-throughs with key stakeholders and be a visible contact during live event execution.

- Support the Senior Events Manager on large-scale events and partner activations, taking ownership of specific workstreams.

Client & Partner Management

- Serve as the primary contact for assigned clients and partners during the planning and operational phases.

- Host site visits, partake in client briefings, and deliver exceptional service with discretion and professionalism throughout.

- Prepare all client-facing documentation including proposals, production decks, timelines and cost estimates with guidance of the Senior Event Manager.

- Work closely with in-house and external production teams to interpret creative briefs and ensure delivery.

Operational Oversight & Internal Alignment

- Maintain accurate, centralised event documentation including schedules, budgets, and production specs.

- Ensure all departments are aligned with updated information, attending and leading internal planning meetings where required.

- Collaborate with the Programming and Commercial teams to deliver commercially viable events that align with brand and business objectives.

- Act as the onsite event lead where required, managing production timelines, crew, talent logistics, and guest experience in real-time.

Reporting & Administration

- Prepare post-event debriefs, cost reconciliations and reporting for internal and external stakeholders.

- Track budgets across allocated events, supporting timely invoicing and cost control in collaboration with finance.

- Assist in the development of operational processes and event documentation templates for continuous improvement.

- Maintain accurate CRM and project trackers to support event sales and pipeline visibility.

About You

We’re looking for a confident, detail-driven professional with a passion for live events and an ability to bring calm, order and precision to complex productions, with the following key qualities:

- A minimum of 1 years’ experience in a similar role, preferably in a large-capacity venue or production agency with exposure to high end offerings

- Demonstrable experience working on live or high-spec production events involving AV, staging, lighting and F&B coordination.

- Exceptional organisational skills and a proactive, solutions-led approach to managing large event timelines and multiple stakeholders.

- Excellent written and verbal communication, with confidence in client-facing and internal leadership interactions.

- Familiarity with event production tools such as function sheets and CRM platforms, exposure to production schedules and CAD/technical layouts are beneficial

- Ability to remain calm under pressure and adapt quickly to on-the-ground changes and client needs.

- A strong service led persona, with a passion for delivering premium brand experiences within a multi-faceted venue.

Working week: The role will require a combination of in-office work and onsite shifts to support with events execution*.

*The role will usually operate from 9am to 6pm Monday to Friday but will include out of hours presence to support the execution of relevant events, working closely with the event and operational team to deliver on the needs of business.

Please note we are only able to consider candidates with the Right to Work in the UK