About:
SailGP is the world’s most exciting racing on-water. The annual, global championship – established in 2018 and now in its fourth season – features national teams battling in short, intense races at iconic stadium-style venues across the globe.
The high‑tech, high‑speed action features the sailing's best athletes racing in identical hydrofoiling F50 catamarans, flying at speeds approaching 100 km/h who compete for the sport's top prize money, with US$4.3 million at stake over the season.
SailGP also races for a better future, championing a world powered by nature. In 2020, SailGP set a new standard as the first climate‑positive sports and entertainment property and began delivering actions and innovations that advance the global adoption of clean energy. Underpinning the organization’s purpose‑driven agenda is a diversification of the league, with the goal of immediately progressing gender and racial equity and inclusivity.
SailGP is a global organization with defined values that shape the culture of its diverse team: deliver quality, break boundaries, make an impact, stand together and strike a balance.
Summary:
Responsible for the end-to-end planning and delivery of assigned SailGP events, ensuring all travel requirements are coordinated in line with operational needs, timelines, budget parameters, and Travel Operations policy.
Key Responsibilities:
Event Ownership & Delivery
- Own and deliver assigned events from initial planning through to completion
- Coordinate all travel requirements including flights, accommodation, ground transport, and immigration
- Act as the primary point of contact for all travel‑related activity for assigned events
Planning & Coordination
- Manage event timelines in line with submission deadlines and booking windows
- Review and validate all traveller data prior to booking
- Coordinate group travel movements and complex itineraries
- Define and adapt delivery approaches based on event requirements and operational complexity
- Ensure all services align with event schedules and operational requirements
Flights
- Plan and manage flight requirements for assigned events
- Identify group travel opportunities and efficient routing options based on traveller data
- Coordinate bookings directly or via appointed suppliers, ensuring alignment with cost, schedule, and operational requirements
Accommodation Planning & Management
- Manage accommodation delivery for assigned events in line with contracted terms and allocations, either directly or in coordination with appointed suppliers
- Build and maintain detailed rooming lists based on approved traveller data and event requirements
- Align accommodation plans with event schedules, transport plans, and operational needs
- Manage room allocations across departments, ensuring efficient use of inventory and adherence to policy
- Monitor contracted room blocks against attrition and release periods, ensuring rooms are adjusted in line with demand to avoid cancellation costs or penalties
- Identify and manage risks relating to over or under utilisation of contracted inventory, escalating where required
- Coordinate changes to allocations in line with traveller updates and operational requirements
- Liaise with accommodation providers to manage ongoing requirements, amendments, and issue resolution
- Ensure all accommodation data is accurate across systems and supplier records
Ground Transport
- Plan and coordinate all ground transport requirements, including airport transfers and event transport solutions
- Define appropriate transport approaches based on location, safety, and operational requirements
- Coordinate transport delivery directly or via suppliers, ensuring alignment with event schedules
Immigration
- Identify visa and immigration requirements across all traveller groups
- Develop and maintain clear immigration guidance and communications
- Ensure all required documentation is collected and processed in line with timelines
Supplier Coordination
- Manage delivery of travel services through appointed suppliers
- Maintain oversight of all supplier activity to ensure delivery meets agreed requirements, timelines, and cost expectations
- Intervene and take direct control of bookings or planning activity where required to ensure delivery standards are met
- Manage operational relationships with suppliers, resolving issues and driving performance
Communications
- Define and manage event communication schedules
- Review and approve all traveller communications prior to issue
- Ensure all communications are accurate and aligned with event plans
Change Management & Compliance
- Enforce travel policy and submission deadlines
- Manage change requests in line with the agreed process
- Identify and resolve issues proactively, taking ownership of resolution and escalating where required
Budget & Cost Control
- Monitor and control event travel spend in line with allocated budgets
- Make cost-based decisions in line with agreed parameters and event requirements
- Track and manage spend throughout the planning and delivery cycle
- Identify and escalate any risks or variances that may impact budget delivery
- Support post‑event budget reconciliation and reporting
Event Reporting
- Produce post-event reporting including cost tracking, change analysis, and operational feedback
- Identify and communicate key issues and improvements for future events
Key Expectations:
- Coordinates all assigned travel activity accurately and on time, even during high-pressure delivery windows
- Maintains a high level of organisation and clarity across trackers and internal communications
- Proactively identifies delays or gaps in information and takes action to resolve or escalate
- Communicates clearly and confidently with stakeholders, suppliers, and senior staff
- Takes ownership of tasks from start to finish, following through without being chased
- Remains calm, focused, and solutions-driven when priorities shift or information is incomplete
- Comfortable working in a demanding and fast-moving environment where processes are still evolving
- Lives SailGP's values and contributes to a positive, inclusive team culture
About You:
- Proven experience in travel, logistics, or event operations
- Experience managing end-to-end travel planning and delivery for complex events or operations
- Experience coordinating high-volume or multi-location travel arrangements
- Strong organisational and planning skills
- Ability to manage multiple projects and deadlines
- Strong communication and stakeholder management skills
- High attention to detail and accuracy
Location:
London, United Kingdom
SailGP is proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity, equity and inclusion.
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