Head of Planning

As Head of Planning, you will lead the client-facing event planning process for exceptional events at Moving Venue. You will manage and inspire a team of six passionate event planners, setting the standard for quality, creativity, and professionalism, while acting as a senior leader within the business. This role sits within a structure that offers a clear pathway to Planning Director for the right individual, and while we are not actively recruiting for that position, we are open to exceptional candidates with the ambition and capability to grow into it.

Moving Venue operates a unique departmental structure, with clear separation between Sales, Planning, and Operations. Once a client has confirmed their event, the Planning team takes over communication and becomes the dedicated point of contact, guiding the client through every stage of the planning journey up to and during event delivery. This structure allows planners to focus entirely on the client experience, while the Operations team oversees staffing, logistics, and on-site event execution.

This pivotal role combines strategic oversight with hands-on planning of some of our most complex and high-profile events. You will champion process excellence, mentor team members, and continuously seek opportunities to innovate and elevate our product offering. Acting as the key liaison between Sales, Kitchen, Operations and Logistics, you will ensure that our clients receive seamless, tailored experiences that reflect the Moving Venue brand.

Planning Strategy and Performance

• Lead the event planning team to deliver consistently high-quality, profitable events across our accredited and exclusive venue portfolio.
• Create and implement systems and procedures that drive efficiency, clarity, and high performance across all stages of the planning cycle.
• Personally plan complex, high-value events, taking ownership of logistics, creative delivery, and client management.
• Work closely with Sales, Kitchen, and Operations teams to ensure every event brief is executed with precision and flair.
• Maintain clear visibility over the team’s event portfolio and capacity, assigning work to optimise delivery quality and staff wellbeing.
• Monitor and analyse planning KPIs and client feedback, using insights to drive continuous improvement.

Leadership and Team Management

• Set a clear vision and culture for the Planning team, ensuring shared standards, values, and expectations.
• Line manage and develop a high-performing team of planners, conducting regular one-to-ones, appraisals, and training sessions
• Recruit, onboard, and train new team members, embedding them into the culture and systems of the business.
• Act as a mentor to team members, providing coaching on complex event briefs and challenging planning scenarios.
• Lead by example with a calm, positive, and solutions-focused approach, especially during peak periods.

Creative and Product Development

• Oversee event design and styling, ensuring the creative direction is consistently aligned with current trends and client aspirations.
• Collaborate with the Product and Design Director and Kitchen team to produce compelling seasonal menus, wine pairings, and experiential concepts.
• Maintain and evolve stock of styling and eventware, conducting regular audits and submitting replenishment requests.
• Contribute to tastings, pitch presentations, photoshoots, and social content to enhance brand positioning.

Cross-Functional Collaboration

• Partner with Sales to support proposals for high-value or creative catering briefs.
• Drive post-confirmation upselling, introducing clients to enhanced catering options, premium products, and experiential add-ons to maximise event value.
• Promote and coordinate upselling of third-party services, such as floristry, furniture hire, and entertainment through our trusted partner network, ensuring alignment with event objectives while increasing client spend.
• Provide planning training for Smart Venues Account Managers to ensure consistency across the wider business.

• Minimum 5 years’ experience in event planning, including large-scale events of 1,000+
• Proven leadership experience with a track record of motivating and retaining high-performing teams
• Methodical, highly organised, and detail-oriented with strong commercial acumen
• Creative mindset with the ability to develop innovative solutions under pressure
• Excellent communication and interpersonal skills, with a client-first mindset
• Strong understanding of the luxury and corporate events market

At Moving Venue, our people are at the heart of everything we do. We’re committed to fostering a positive, supportive, and rewarding work environment and that includes offering a fantastic range of benefits:

• Quarterly performance-related bonus
• Starting holiday allowance of 27 days (plus bank holidays), increasing with length of service
• Fresh, healthy breakfast and lunch served daily by our in-house chef
• Complimentary shuttle bus to and from Canada Water station (morning and afternoon)
• Access to the Medicash health plan
• Exclusive restaurant and bar discounts via the CODE app
• Enhanced parental leave pay (subject to length of service)
• Interest-free travel loan
• Regular social events throughout the year
• Lively and inclusive company culture
• Generous refer-a-friend bonus
• Free on-site parking at our Head Office
• Cycle to Work scheme
• Two complimentary event tickets per year and discounted tickets for friends and family
• One paid volunteer day each year

We believe in celebrating success, supporting wellbeing, and creating a place where everyone can thrive.

D.O.E

To apply, please forward your CV to our Head of People and HR at Francesca@smartgroupltd.co.uk