Freelance Programme and Marketing Coordinator (copy)

Programme and Marketing Co-ordinator, Chelsea Heritage Quarter

Contract: Freelance, 4 days a week, 46 weeks (additional days required during Chelsea History Festival)
Location: minimum 3 days on site at one of the partner venues. Some flexibility in hours and days will be required from time to time.
Fee: £28,520 one-year freelance contract (£155 per day)
Reports to: Gill Webber, Director, Chelsea Heritage Quarter

Located in the heart of picturesque Chelsea, Chelsea Heritage Quarter explores over 350 years of history through the heritage and collections of three remarkable institutions - the Royal Hospital Chelsea, the National Army Museum and Chelsea Physic Garden. Located together on the Royal Hospital Road, just a short walk from the famous King's Road, the Chelsea Heritage Quarter provides an historic backdrop to the perfect day out in this authentic, 'villagey' part of London.

Recently awarded charity status, the Quarter attracts visitors to the Royal Hospital Road through an annual programme of events including walking tours, talks, debates, installations, performances and family programming. We run the annual Chelsea History Festival which in 2025 attracted 13,000 visitors.

The Programme and Marketing Co-ordinator works with the Director, Chelsea Heritage Quarter, and creative teams from all partner organisations to establish the Quarter as a must-see visitor destination telling stories about the UK's rich history through the remarkable history and heritage of Chelsea.

1. Chelsea Heritage Quarter

1.1 Administration
• Support the Director of Chelsea Heritage Quarter with the administration of the charity
• Attend CHQ meetings and Board Meetings and take minutes/actions as required.
• Regularly update CHQ website to reflect partner events and CHQ programming
• Create events on the website and ticketing platforms
• Working with the Chelsea Physic Garden finance team:
o produce quarterly financial reports and update CHQ budget as required
o facilitate issue and payment of external invoices, as well as invoices issued between three partner organisations
• Update the KPI tracker
• email address and respond to public enquiries
• Support development of funding bids and compile spending reports for funders
• Manage relationships with suppliers, such as printers, web developers, etc
• Produce presentations for internal and external meetings
• Organise meetings with external partners
• Research history of Royal Hospital Road and institutions for specific projects

1.2 Programming
• Organise and manage monthly walking tours and talks (including developing themes and researching speakers)
• Research, organise and manage the short course programme
• Support partner organisations to coordinate their events in accordance with monthly themes set by the Quarter
• Facilitate community programme offered by CHQ across the three sites, including keeping track of invoices, finding freelancers where required, researching funding and assisting the teams in developing and delivering the programme
• Assist CHQ director in delivery of ad-hoc projects, such as Chelsea in Bloom, etc.

1.3 Marketing
• Create, send and manage monthly newsletter
• Support teams in delivering their marketing objectives by promoting appropriate events on the website and through newsletter
• Develop website and social channels to market CHQ programming as effectively as possible and increase reach
• Work with social media freelancer to create consistent and regular content for CHQ channels
• Organise and lead monthly social media meetings
• Coordinate printing and design of all marketing materials
• Manage implementation of CHQ marketing plan including oversight of paid media spend working with the NAM marketing manager.

2. Chelsea History Festival Project (CHF) Management:
The post holder is expected to be available for the whole period of the History Festival and the preceding week.

2.1 Project Management
• Co-ordinate monthly or bi-weekly meetings to organise CHF, book rooms and send out online invites
• Keep and update detailed CHF programme spreadsheet and ticketing matrix
• Upload CHF programme to the website and ensure that information is constantly updated and up-to date
• Ensure that all partners submit required information on time to enable timely ticket release
• Organise CHF events where required
• Assist CHQ director in developing the Festival theme
• Research any potential contributors, where required
• Liaise and manage the work of ticketing partner both ahead of the festival and during
• Manage comp ticket and other ticket requests during the festival
• Liaise with external PR agency to promote the festival, organise interviews and provide support
• Assist teams with the delivery of the festival and act as a core point of contact for any issues or queries throughout the festival period
• Support teams with specific activities where required, such as book sales, AV hire, equipment delivery, etc.
• Coordinate ordering and distribution of printed and other physical assets by researching suppliers and finding cost-effective solutions
• Act as the core point of contact for customers, as well as to approve any refunds, changes to tickets
• Assist during the day where required and when requested by the teams, for instance by meeting contributors, supporting with ticket scanning, etc.
• Attend daily meetings
• Keep track of the festival budget, ensuring that all grants are not exceeded
• Organise photography and social media
• Facilitate online and print marketing campaigns
• Ensure that external festival partners are updated regularly (such as funders)
• Be prepared to step in on the day to assist the teams with any arising issues

2.2 Festival wrap-up:
• Finalise budgets and ensure that invoicing and cross-invoicing is completed correctly.
• With the CHQ Director, organise and minute a Festival debrief and ensure the collation and distribution of evaluation and the sharing of learnings.
• Support any reports that are required for sponsors or other stakeholders.

Person Specification

Essential
Minimum 3-5 years' experience of:
• project management in a programme/festival/events environment - ideally in the cultural or charity sectors
• managing multi stakeholder projects and working with a number of different partners and venues concurrently
• Experience of writing agendas, minute taking and meeting administration
• Experience of producing budgets and financial reports, as well as ability to track expenditure
• Excellent IT literacy including Excel, Word, PowerPoint, WordPress, CMS and Dropbox
• Ability to edit images in Photoshop or other software to ensure correct formats are used for the website and newsletter
• Experience of working with Mailchimp (or similar platform) and Canva
• Excellent time management skills, ability to prioritise and to multi-task
• Excellent communication skills and interpersonal skills
• Excellent attention to detail
• Ability to work independently and managing own workload by prioritising tasks
• Willingness to be hands-on and step in to support teams when required

Desirable

• Experience of Event Site Management, risk assessment and licensing work
• Interest in history of Chelsea and London

To apply send a max 2pp covering letter and 2pp cv to Gill Webber, Director Chelsea Heritage Quarter.