Requirements
The ideal candidate will be responsible for coordinating all events as per the annual Marketing Calendar, managing event timelines, budgets, and logistics. This includes searching, negotiating, and securing event venues, caterers, and other necessary resources, as well as overseeing event logistics and transportation. The role also involves managing attendee registration and support, preparing event performance reports, and proactively seeking and evaluating potential partners. Strong relationship-building, communication, and organizational skills are essential.
Description
An Events Coordinator plays a pivotal role as it contributes to the smooth functioning of marketing events and activities, as well as cultivate and maintain mutually beneficial relationship between our organization and external parties.Key Responsibilities: EVENT COORDINATIONEvent Coordination:Coordinate all events as per the annual Marketing Calendar i.e. product launches, customer loyalty events, showroom events, etc. as per company standards and brand vision.Follow-through event timelines, budgets, and logistics and ensure suppliers in organized and professional mannerCoordinate with all sub-divisions for their deliverables towards the event i.e. creatives, written content, brochures, invites, etc.Search, negotiate and secure event venues, caterers and other event-necessary resourcesCoordinate with and support procurement department for all event-related documentationEnsure contracts and agreements are in place with all suppliers.Logistics Management:Oversee event logistics, and all event-related transportation arrangements.Coordinate the setup and takedown of event materials and exhibits.Attendee Registration and Support:Regularly coordinate with CRM for any required update such as attendee confirmation, cancellation, etc.Provide support and assistance to event attendees, VIPs, suppliers, vendors, etc.Reporting:Prepare and submit reports on event performance, budget utilization, and event data analysis to measure effectiveness of the event and identify areas for improvement for future event planning.Follow and use set guidelines, protocols and templates required for pre and post event reportsPARTNERSHIP COORDINATIONProactively seek and evaluate potential partners whose goals align with the organization's mission.Conduct research and analysis to understand industry trends and identify potential strategic partners or partnership opportunitiesBuild and maintain strong relationships with key contacts within the partner organization through regular communicationsExecute partnership agreements that outlines roles, responsibilities, expectations, and deliverables.Track, measure and report the success of partnerships as per the predetermined metrics.