JOB DESCRIPTION

Event Coordinator, reporting directly to the Event Manager, and indirectly to the Managing Partner, and Owner.

RESPONSIBILITIES & TASKS

This includes the different Responsibility Categories and the Task associated with each of them.

PROJECT PREPARATION

- Participate in Project Brief discussion, understanding the brief, and updating the brief when changes occur.

- Attend all client meetings in relation to Event Planning, including pre-meeting prep, and post meeting analysis.

- Take minutes for all meetings held, discuss the same with the team before presenting final M.O.M to the client.

- Refer and follow all the protocols / templates created for the event planning team, review and update them and regular intervals under the guidance of the Event Manager.

- Prepare, and maintain all the on-site equipment, collateral, and attire that is required as the project.

PROJECT COORDINATION : TIMELINE

- Schedule & complete all tasks / meetings in your calendar. Review and update the team weekly.

- Work alongside the Event Manager to prepare and understand the Planning Checklist, along with the associated timelines. Review & maintain the checklist monthly. Create & maintain a checklist template / protocol so as to manage the checklist with ease.

- Create a detailed timeline for each event, assign the necessary personnel. Review, share, and maintain the timeline along with the Event Manager. Forecast any possible altercations, and prepare contingency plans so as to be ready for any surprises.

PROJECT COORDINATION : PERSONNEL

- Understand the List of required vendor categories required for the project. Coordinate with the required vendor in order to longlist, shortlist, present, negotiate, and finalize vendors under the guidance of the Event Manager.

- Coordinate with personnel from the internal team to ensure that everyone is aligned and informed with regards to the updates of the project.

- Communication with the venue with regards to contract, on-site visits, client requirements, answering of queries, execution protocol, department personnel, forms, etc.

- Coordinate with personnel from partners like Venue, Vendors, External Team, team stay and FnB to communicate our requirements and to ensure that they are aligned in terms of Scope of Work, Allocation, Payment Terms & Conditions, and On- Ground Expectations.

- On the day co-ordination with all the required personnel involved to ensure a smooth & flawless execution.

PROJECT COORDINATION : FINANCIAL

- Work alongside the Event Manager to acquire, segregate, compare, present, and maintain the clients budget.

- Record all transactions made by the client, and to vendors. Maintain and Review the accounts regularly until closing of all accounts for the project.

- Assist the Event Manager in terms of outstanding collections and payments communication and execution.

- Assist the Event Manager to create & review the P&L of the each project.

PROJECT EXECUTION

- Review of the Project Plans with the Event Manager to ensure that we have not missed anything, and that we are completely prepared for on-ground execution. Once finalised review the same with the client.

- Check all supporting collateral that needs to be taken on ground to ensure that all preparations are seamlessly completed at our end.

- Briefing and run through of each event along with the Event Manager, allocation & coordination of resources on the ground, including scheduling of deployment of resources efficiently & effectively.

- Flawless execution of all events, along with on-site solutions for any hiccups that may occur. Servicing of the clients and the guests to provide any miscellaneous requests that are within our purview. Going above & beyond to ensure that exemplary service levels are showcased and maintained throughout the execution.

PROJECT ANALYSIS

- Collection of Feedback from the Client, the team, and guests in order to celebrate the good work done and to understand areas of improvement that need to be worked on.

- Assist the Event Manager with creation of the Post Event Report and presentation of the same to the team.

- Sharing of post event feedback with vendors & the external team, and clearing any outstanding dues.

- Sharing of final event photos & videos with the client and collection of Client Testimonial to close the project.