Job description
Overview
The Event Coordinator aims to act as the liaison between clients and the seamless execution of events, ensuring that each detail aligns with the client's vision and objectives. This role involves extensive consultation with clients to ascertain their goals and requirements for various events such as meetings, conferences, and conventions and translate these into actionable and detailed event proposals and budgets. A main outcome for this role is developing event proposals that assist in closing event sales contracts. This is a non commission role.
Responsibility extends to overseeing all facets of event coordination, including but not limited to accommodations, logistics, facilities, catering, and event safety and security. They ensure the availability and readiness of necessary equipment and services, inspect event facilities for compliance with client specifications, and maintain meticulous records related to all aspects of event management.
The Event Coordinator is tasked with crafting comprehensive event proposals, event schedules, closely monitoring event proceedings to ensure regulatory compliance, and swiftly addressing any issues that may arise.
Ultimately, the Event Coordinator bridges the gap between clients' aspirations and the actualization of successful, memorable events, ensuring satisfaction and aiming for the continual enhancement of event quality and client relationships. This role directly reports to the Senior Events Management position.
Key Executions:
Event Venue Sales
Event Coordination
Outstanding Customer Service to all Key Stakeholders Both Internal and External.
Administrative Support and Executing Deliverables.
Responsibilities:
Event Venue rentals
Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.
Develop Event Proposals and
Develop Individual Event Budgets for proposals.
Review bills for accuracy and submit them for payment to the head of the department.
Coordinate services for events, such as accommodation and vendor arrival for participants, facilities, catering, signage, displays, special needs requirements, and event security.
Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
Coordinate with staff at the chosen event site.
Inspect event facilities to ensure that they conform to customer requirements (Pre and Post Event).
Maintain records of event details, including financial details, event venue reviews, event venue incidents, suggested improvements, and feedback from event organizers.
Create an event schedule for the event that is shared with involved stakeholders.
Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
Provide suggested negotiation terms for potential vendors.
Evaluate and select providers of services.
Plan and develop programs, agendas, budgets, and services according to customer requirements.
Train, and supervise volunteers and support staff required for events.
Conduct post-event evaluations to determine how future events could be improved.
Conduct administrative duties, such as submission of budgets, operational planning, dissemination of promotional materials, and responses to inquiries.
Meet with sponsors and organizing committees to plan the scope and format of events, establish and monitor budgets, or review administrative procedures and event progress.
Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting
management standards and trends.
Organize registration of event participants.
Develop event ideas, and topics and choose featured speakers.
Promote conference, convention, and event services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.
Design and implement efforts to publicize events and promote sponsorships.
Obtain permits from the fire department and health departments to erect displays and exhibits and serve food at events.
Short-term venue rental management.
Recommend changes that could improve service and increase operational efficiency.
Ensuring that each venue rental has the correct insurance, prior to any event
Additional duties not listed may be assigned.