The Hospitality & Events Coordinator will support the delivery of end-to-end guest management programmes at Formula 1 races. Working closely with the Hospitality & Events Manager, the role will assist in the planning, coordination, and on-site execution of guest programmes, ensuring a seamless and premium experience for partners and guests. 

This role is highly operational and detail-focused, supporting guest communications, logistics, supplier coordination, and on-site hosting while developing strong experience in high-end hospitality and international event delivery. 

Main Duties: 

As a Hospitality & Events coordinator, you will be responsible for the organisation and delivery of end-to-end guest management programmes for allocated races. This includes, but is not limited to: 

. Guest Programme Support 

• Support the coordination of guest programmes in line with partner objectives. 
• Assist with guest registration portals, guest data collection, and guest communications. 
• Prepare and maintain guest lists and personalised itineraries. 
• Update guest itineraries throughout the race weekend as required. 
• Support the Hospitality & Events Manager as a point of contact for guest queries. 

Travel, Accommodation & Logistics 

• Assist with accommodation coordination, including rooming lists and guest lists. 
• Support transport bookings and logistics between airports, hotels, circuits, and events. 
• Assist with the coordination of hotel-based activations where required. 
• Help manage logistics schedules to ensure smooth guest movements. 

Events, Dining & Gifting 

• Support the sourcing and booking of dining venues and event spaces. 
• Assist with planning and delivery of dinners and bespoke events. 
• Support the sourcing, packing, freight, and delivery of custom gifting. 

Supplier, Budget & Admin Support 

• Support supplier coordination and day-to-day communications. 
• Assist with budget tracking and cost capture in line with Williams processes. 
• Raise purchase orders and invoice requests as instructed. 
• Track supplier invoices and payment status. 
• Support post-event cost reconciliation with finance. 

On-Site Delivery 

• Attend allocated races to support guest programme delivery. 
• Support guest hosting and registration on site. 
• Assist with supplier coordination and logistics during the race weekend. 
• Help maintain high standards of presentation and service. 
• Escalate issues promptly to the Hospitality & Events Manager. 

Company Description

For almost 50 years, Williams has been at the forefront of one of the fastest sports on the planet, being one of the top three most successful teams in history competing in the FIA Formula 1 World Championship. With an almost unrivalled heritage of engineering and racing F1 cars and unforgettable eras that demonstrate it is a force to be reckoned with, the British squad boasts 16 F1 World Championship titles to its name.

Since its foundation in 1977 by the eminent, late Sir Frank Williams and engineering pioneer Sir Patrick Head, the team has won nine Constructors’ Championships, in association with Cosworth, Honda and Renault. Its roll call of drivers is legendary, with its seven Drivers’ Championship trophies being lifted by true icons of the sport: Alan Jones, Keke Rosberg, Nelson Piquet, Nigel Mansell, Alain Prost, Damon Hill and Jacques Villeneuve. The team has made history before and is out to make it again with a long-term mission to evolve and return to the front of the grid.

Qualifications

• Previous experience or strong interest in hospitality, events, or guest services. 
• Experience in an administrative or coordination role desirable. 
• Willingness and ability to travel throughout the Formula 1 season. 
• Proficient in Microsoft Office and able to learn new systems quickly. 
• Second language advantageous but not essential.