Concessions Advance and Zone Manager (Freelance)

Project Overview

LIV Golf UK (JCB Golf and Country Club, ST14 5HY) based at is a significant event in Togather's calendar. The freelancer will take on the primary on-site function of supervising traders, managing load-in perfection, and ensuring the installation and functionality of client-managed utilities. Togather's Event Producer, Beth Cane, will handle client relationship management, commercials, and reporting, and will assume an oversight role once the show is operational.

Event Information

• Event dates: 25th to 27th July (on-site dates 20th to 29th July)
• Number of traders: 30 traders, 10 bars
• Zones: 10
• Capacity: 36,000
• Operating hours: Live from 12:00 - 19:00

Key Advancing Responsibilities

• Coordinate with suppliers to gather power/water/wifi/EPOS requirements, pitch dimensions, menus, accreditation requests and load in details
• Creating Health & Safety and RAMS docs, ensuring compliance with legal requirements and best practices
• Gathering, checking and approving all supplier H&S documents
• Create onsite trader pack, event briefs, load in schedule, production schedule and any other relevant documents

Key On Site Responsibilities Trader & Supplier Management

• Act as liaison for traders, ensuring adherence to event guidelines and Togather's quality standards.
• Manage trader accreditation, site induction, and compliance with health & safety protocols.
• Complete opening checklists.
• Conduct daily quality standards checks as well as queue monitoring, tidiness, and POS troubleshooting.
• Resolve trader-related issues swiftly and escalate unresolved matters when necessary to Lead Producer and/or Event Control and/or Event Organiser.

On-Site Event Coordination

• Attend Event Organiser briefings to receive key operational information.
• Oversee the setup, operation, and breakdown of all concessions, ensuring an efficient workflow.
• Ensure traders have access to necessary utilities, stock deliveries, and waste disposal facilities.
• Perform daily health & safety checks, ensuring compliance with food hygiene, fire safety, and licensing regulations.

Financial Oversight & Reporting

• Monitor revenue protection adherence, ePOS usage, and agreed contract terms.
• Ensure licensing compliance for bars, including Challenge 25 and pricing regulations.
• Complete post-event financial reports and assist in supplier payments/holds/penalties.
• Compile debrief reports summarising event performance, supplier feedback, and areas for improvement.

Health, Safety & Sustainability

• Enforce Togather's health & safety policies, conducting structured supplier briefings.
• Promote sustainable practices, including recycling, waste separation, and minimising single-use plastics.
• Support suppliers in integrating site-specific hazards into their risk assessments and method statements (RAMS).
• Escalate compliance or safety breaches to relevant stakeholders as needed.

Collaboration & Communication

• Work closely with event production, operations, and finance teams to ensure seamless delivery.
• Participate in pre-event site visits and assessments to identify potential risks and logistical requirements.
• Document incident reports and ensure proper escalation protocols are followed.

Scope of Work & Fee

Pre-Event (8 days): Includes supplier communication and briefings.

Load-In (4 days): Supervising traders and coordinating utilities.

Event Live (3 Days): Daily checks, troubleshooting, and trader support.

Load-Out (3 Days): Ensure smooth trader departure and site clearance.

Post-Event (2 days): Reconciliation and reporting to end-client

Fixed project Fee: £5,000

Summary

This role requires a proactive problem-solver with strong stakeholder management skills and hands-on experience in event operations. If you thrive in fast-paced environments and have a passion for delivering high-quality events, we'd love to hear from you!

• UK driving licence
• Level 2/3 food hygiene training
• IOSH or equivalent
• Experience overseeing food and drink concessions at major outdoor events

• Accommodation (AirBnB shared bathroom) will be provided for the on-site days.
• Catering and reasonable allowance for subsistence is provided on event days.
• For advance days, travel to our London office is preferred.
• Additional travel allowance is not a consideration and is included in the project fee.