Program & Experience Design Coordinator, Venture Café London

About the role

You will own the end-to-end experience design for the Thursday Gathering, ensuring every touchpoint aligns with Venture Café London's mission of inclusive innovation. You will act as the central coordination point for speakers, partners, and ambassadors, translating their needs into seamless event execution. You will manage the full program lifecycle from pre-event outreach and content curation to on-site operations and post-event debriefs. You will mitigate operational risks in real time and uphold the Venture Café credo with clarity and confidence. You will serve as the primary liaison between the local London team and the global Venture Café Global Institute network. You will leverage your hospitality skills to keep community members engaged, supported, and delighted. You will use creative problem-solving to optimize the use of spaces and the flow of interactions.

Key facts

What you'll do

• Coordinate programs and speakers before, during, and after the Thursday Gathering event.
• Set up and break down Thursday Gathering events, including managing program partner bump-ins and bump-outs and setting up the Venture Café Kiosk.
• Coordinate local Venture Café Ambassadors to assist at the Thursday Gatherings.
• Connect with the Venture Café Global Institute to share learnings and support the relationship between Venture Café London and its global counterparts.
• Identify and mitigate risks to the effective operation of the Thursday Gathering.
• Collaborate with the ARIA team and our weekly ecosystem partners to ensure a delightful event experience.
• Curate relevant, engaging workshops for our attendees each week.
• Demonstrate great hospitality skills, keeping community members engaged and happy while resolving problems.
• Enforce the Venture Café credo and guidelines in a friendly but firm fashion.
• Maintain detailed operational logs and post-event reports for each Thursday Gathering.
• Liaise with venue staff at Cic to confirm technical, spatial, and catering requirements.
• Support the onboarding and scheduling of new speakers and partners.
• Monitor feedback channels and adjust the program experience based on community input.
• Assist in the development of standard operating procedures for recurring event elements.
• Represent Venture Café London at external meetups and partner sessions when required.
• Contribute ideas for improving the inclusivity and accessibility of our events.
• Track attendance and engagement metrics to inform future program decisions.
• Prepare materials and brief volunteers ahead of each gathering.
• Ensure compliance with health and safety guidelines during all events.
• Support ad hoc projects that advance the mission of Venture Café London.

Requirements

You must possess the following eligibility and hard bars as a condition of this role.

• Ideally at least 1-3 years of professional events experience.
• Fluency in English is required for communication and coordination.
• Familiarity with social media channels and the ability to leverage them as part of your work.
• Willingness for domestic and international travel as needed for program activities.
• Ability to legally work in the United Kingdom.
• Availability to work a hybrid schedule with three days in the office per week.
• Mandatory in-office presence on Thursdays from 6:00 PM to 9:00 PM for the Thursday Gathering.
• Capacity to manage multiple tasks and deadlines in a fast-paced environment.
• Strong attention to detail and organizational skills.
• A passion for mission-driven work and community building.
• Comfort with engaging diverse groups of innovators and creatives.
• Reliability and a professional attitude toward commitments and timelines.

Practical notes

The role operates on a hybrid schedule, requiring three days in the office per week, with Thursdays designated as a core in-office day from 6:00 PM to 9:00 PM for the Thursday Gathering. You must be able to legally work in the UK, as the organization is currently unable to sponsor visas for this position. Domestic and international travel may be required as part of your responsibilities. The position offers a competitive salary aligned with experience, 25 days of annual leave plus bank holidays, and a comprehensive benefits package including supplemental medical and dental insurance, life insurance, business travel insurance, payment protection, and an employee assistance program. You will also receive a £200 monthly commuter allowance. The role is embedded within a collaborative team that values creativity, inclusivity, and impact, providing opportunities for professional growth and engagement with London's science and technology ecosystem.