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Event Manager — Wellness Retreats & Private Events
Rachel’s Farm | Edinburgh-based, with European travel | Full-time
About Us
Rachel’s Farm creates curated boutique retreats and luxury short-stay holiday accommodation for guests seeking distinctive, high-quality experiences. We operate a portfolio of exceptional private properties — Scottish estates, working farms, châteaux and Mediterranean villas — chosen for their character, setting and sense of escape. Our retreats run on a whole-property, exclusive-use basis for groups of 14 to 40 guests, which means every stay is genuinely personal: considered spaces, warm service, and somewhere remarkable entirely to yourself.
Built on more than twenty years of combined hospitality experience, we now run venues across Scotland and Ireland, and we are expanding into Europe. Three properties in Italy and one in Spain have joined the collection so far, with France and further Italian venues in progress.
Our retreats span yoga and movement, art and creative programmes, and wellbeing — hosted by leading practitioners and attended by guests from across the UK, Europe and the US. We value creativity, professionalism and attention to detail in every guest interaction.
The Role
We are looking for an experienced Event Manager to take ownership of retreats and private events end to end — from the first host enquiry through to the final guest departure. This is a hands-on role with real breadth. You will run multi-day residential retreats of 14 to 40 guests across our UK venues and our new European properties, working with retreat hosts, on-site teams and suppliers to deliver experiences that meet a genuinely luxury standard. It is based in Edinburgh, with regular travel to our venues in Scotland, Ireland, Italy and Spain.
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What you’ll do:
- Host and client onboarding — handle enquiries, understand what each host or client wants to create, prepare proposals, schedules and pricing, and convert interest into confirmed bookings.
- End-to-end retreat delivery — plan and run the full lifecycle: programme design, rooming, catering, transfers, activities, timelines and on-the-day execution.
- Venue management — act as the operational lead for our properties, ensuring each is retreat-ready, well presented and running to standard.
- Team leadership — build, brief and manage retreat teams on site, including chefs, hosts, housekeeping and freelance staff, across multiple locations.
- Supplier and vendor coordination — source, negotiate with and manage local suppliers in each region, particularly across our newer European venues.
- Commercial ownership — manage budgets, control costs, and balance quality against margin and timelines.
- Guest experience — own guest communications, anticipate needs, resolve issues quietly and quickly, and safeguard guest satisfaction and safety throughout.
- Growth and improvement — identify opportunities to strengthen the offering, support marketing and content, and keep clear records so every retreat runs better than the last.
What We’re Looking For
- Demonstrated experience in event or retreat planning and on-site delivery, ideally within hospitality, boutique retreats or luxury venues.
- Confidence running multi-day residential programmes for groups of 14 to 40, not just single functions.
- Excellent client and host communication — the ability to build trust, set clear expectations and deliver exceptional service.
- Strong scheduling, budgeting and supplier management skills, with commercial judgement.
- Experience leading small teams and coordinating staff and contractors on site.
- Exceptional organisation and problem-solving: attention to detail, contingency planning, and calm under pressure across concurrent projects.
- Willingness and ability to travel regularly to our venues in the UK, Ireland, Italy and Spain, and to work evenings and weekends around retreat schedules.
- Comfort with digital tools (email, calendars, booking and event management systems) and a willingness to learn our systems.
- Genuinely hands-on — happy to be involved in setup and breakdown as well as planning.
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Nice to have:
- Italian, Spanish or French language skills.
- Experience with wellness, yoga or creative retreat formats.
- Experience opening or launching new venues.
- Background in hospitality, tourism or event management, or equivalent practical experience; formal event management training is a plus.
Why Join Us
You will be joining at the point where a well-established Scottish business becomes a European one. This is a rare chance to shape how a growing luxury retreat collection operates — with real ownership, beautiful properties, and no two weeks the same.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
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