Job Description

Key Responsibilities:

• Pre-Event Planning:
• Collaborate with event planners to develop detailed operational plans, including timelines, staffing requirements, vendor management, and contingency plans. 
• Source and negotiate contracts with vendors (caterers, venue providers, AV companies, security, transportation, etc.). 
• Manage event budgets, tracking expenses and identifying potential cost-saving measures. 
• Conduct site visits to assess venue suitability and identify potential logistical challenges. 
• Oversee permits and licenses required for the event. 
• On-Site Operations:
• Lead the on-site event team, assigning tasks and ensuring efficient execution of the operational plan. 
• Monitor event timelines and address any issues that arise during the event. 
• Coordinate with vendors to guarantee timely delivery of services and equipment. 
• Manage logistics including set-up, tear-down, and transportation of event materials. 
• Ensure adherence to safety protocols and emergency procedures. 
• Post-Event Analysis:
• Conduct post-event debriefings to identify areas for improvement and implement changes for future events. 
• Analyze event data to track key metrics like attendance, budget adherence, and customer satisfaction. 
• Prepare detailed post-event reports for stakeholders. 
• Manage event invoices and payments to vendors. 

Job Requirements

Required Skills:

• Strong organizational and planning skills: Ability to manage complex event logistics and timelines with meticulous attention to detail. 
• Leadership and team management: Effectively lead and motivate on-site teams to execute event plans efficiently. 
• Problem-solving and decision-making: Quickly identify and resolve issues that may arise during events. 
• Communication skills: Excellent verbal and written communication to effectively collaborate with clients, vendors, and internal teams. 
• Budgeting and financial management: Manage event budgets and track expenses to ensure cost-effectiveness. 
• Technical knowledge: Understanding of event technology, audio-visual equipment, and production processes. 

Relevant Experience:

• Proven experience in event operations management, ideally within a diverse range of event types (conferences, weddings, concerts, corporate events). 
• Experience with vendor management and contract negotiation. 
• Familiarity with event planning software and project management tools. 

Skills