Player1 Events

Event Coordinator



Job Title: Event Coordinator

Location: Hampshire UK, Hybrid

Report to: Event Project Manager

Salary: Competitive

Hours: Full-time, 37.5 per week


Player1 Events is responsible for producing, planning, promoting and delivering the Insomnia Gaming Festival as the flagship to a variety of other gaming, technology and esports events. We’re made up of a small but dedicated bunch of people with great enthusiasm; and ambition to grow our business considerably over the coming months and years. You’d be joining a genuine and hardworking team who take pride in what they do and enjoy working alongside new and regular clients across the gaming industry.


  • Support the planning and delivery of allocated events for external partners and areas of our own events including Insomnia Gaming Festival.
  • Create, update and share all event planning documents with relevant stakeholders in a timely manner.
  • Liaise with departments, key suppliers and contractors to confirm briefs and event information.
  • Ensure events and areas of allocated events run smoothly and according to plan.


Event Planning

  • Support in planning our own shows, contracted events and internal conferences in line with budget, specification and timeframe.
  • Track allocated budget costs and expenses in line with the overall P&L as briefed by the event’s lead.
  • Assist in designing floor plans for all events as directed by the event’s lead.
  • Research and book venues, hotels and relevant services such as cleaning, security and catering.
  • Create, update and share with the relevant stakeholders event plans, including event schedules, resource plans, staff briefs and printing breakdowns.
  • Develop and check rooming lists, furniture allocations, hardware and software requests and registration requirements.
  • Be the point of contact for contractors and volunteers to confirm attendance and share event details.
  • Liaise with suppliers and contractors to negotiate and secure rates for event services and equipment.
  • Support with the creation of all relevant Health & Safety documentation for each event.
  • Provide creative feedback and ideas, internally or when working with partners, on creating new or updating existing event content.


Event Delivery

  • Lead and support delivery of our own shows, contracted events and internal conferences.
  • Ensure smooth delivery of events according to brief and within specific timelines.
  • Coordinate the build and break of areas of events as briefed by the event’s lead.
  • Be the main point of contact on site for areas of responsibility as allocated by the event’s lead while liaising with the relevant stakeholders.
  • Assist all team members by acting as support roles as required on event sites.
  • Champion best practice and the importance of Health & Safety and financial accuracy at all times.
  • Take ownership of other duties as allocated by the Event Project Manager and the Senior Team.



  • Order office and event supplies as briefed by the Event Project Manager and events’ leads.
  • Book travel, accommodation and catering for staff and external stakeholders as required for events.
  • Contribute to volunteer and contractor databases under GDPR guidelines.
  • Collate information and create cost comparisons for analysis of various event elements.
  • Review KPIs to ensure continuous progress and improvement for performance management.
  • Attend meetings and keep minutes as instructed by the events’ leads, in order to track progress against budget, quality and deadlines.
  • Assist in carrying out post event feedback and evaluation.
  • Provide administrative support for the team.
  • Support the Event Operations Team in preparation of all events.


This list is not exhaustive and there may be other activities you are required to deliver.

You will often be asked to work evenings and long weekends, especially in the lead up to and during big events, good personal time management is essential.

Skills & Experience Required

  • Hands on Events Coordinator with an eye for detail
  • Highly organised and process driven, capable of multitasking
  • Outstanding communicator, enabling you to engage, educate and influence at all levels
  • Ability to see projects through from start to finish, managing time and tasks effectively
  • Excellent problem solver and able to think on your feet
  • Ability to build and maintain good working relationships with all contractors and service companies
  • Proficiency with G Suite or equivalent
  • Desirable: Qualified to A-Level; experience with AutoCAD; experience with budget tracking tools

General Attributes

  • Resilience, flexibility and a willingness to undertake varied responsibilities working alone or within a team
  • A professional, confidential and flexible approach to working with people
  • Able to maintain composure in high-pressure situations
  • Ability to manage a heavy workload and at times conflicting priorities as well as tracking progress on a wide range of tasks
  • A passion for technology and gaming
  • A positive ‘can do’ attitude working as a team player with other areas of the business
  • Willingness to travel

Our Values

  • Pioneering – We lead, not follow
  • Passion – We are driven to do the best we can
  • Caring – We help each other grow
  • Courageous – We do the right thing, not the easy thing

Perks and Flexibility

  • We’re a remote working team who meet together regularly for team meetings and colleague hangouts in variable locations around the M3 in Hampshire.
  • Competitive salary: We’ll offer a competitive salary, with ongoing opportunities to progress in line with your performance as the company grows.
  • Pension: All employees will be eligible to join the workplace pension scheme.
  • Annual leave: You will receive a generous annual leave entitlement; minimum of 25 days per annum (pro rata); plus bank holidays.
  • Training: Access to the Group Learning and Development programmes.
  • Work Life Balance: To help you find your perfect work-life balance, many roles are able to benefit from flexible working arrangements, such as flexitime around core business hours, and home-working; and have a variety of family friendly policies.
  • Wellbeing & Support discounts via our private health insurance package which includes dentist, optical and GP referral support packages.
Shopping Basket