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.
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; 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.