Events Co-ordinator

Reports to: Stakeholder Relations Manager

Job purpose

The Events Co-ordinator takes responsibility for the roll-out of strategic events, which include various forums, conferences, workshops, business talks and exhibitions. The role requires travel and working after hours and sometimes weekends. Most events are rolled out in Sandton, Regenesys Campus, however there may be travel outside of Gauteng for a few events.

 Duties and responsibilities                                                                                                                    

  • Implement the strategic events plan;
  • Maintain an up to date events calendar;
  • Liaise with internal and external clients to ascertain their precise event requirements;
  • Produce detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
  • Liaise with marketing team and external suppliers to secure and book suitable venues for events at external venues; to organise facilities for car parking, traffic control, security, first aid, hospitality and the media
  • Co-ordinate venue management, caterers, contractors and equipment hire as applicable;
  • Ensure insurance, legal, health and safety obligations are adhered to;
  • Plan room layouts and the entertainment programme;
  • Coordinate staffing requirements and staff briefings;
  • Prepare delegate packs and papers;
  • Liaise with marketing team to promote the event, including design of invitations, feedback forms and other material; co-ordinate sales team support where applicable
  • Manage RSVPs for each event; pre-event and onsite communication with delegates
  • Record keeping of costs associated with each event
  • Coordinate suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly;
  • Co-ordinate the programme of events – time management of each event
  • Oversee the dismantling and removal of the event and clearing the venue efficiently;
  • Post-event evaluation (including data entry and analysis and producing reports for event stakeholders)

 Qualifications                                                                                                                                           

  • Minimum 3 years experience in event co-ordination
  • Marketing qualification or in a related area and/or equivalent experience/training
  • Driver’s licence / own car
  • Computer literate (Microsoft Office, Mac OS)

 Skills and Abilities                                                                                                                                   

  • Project management experience
  • Strong admin and reporting skills
  • Strong organization skills and ability to work under pressure and meet deadlines
  • Excellent verbal and written communication skills
  • Attention to detail
  • Creative flair – concept to final execution
  • Go getter
  • Passion for event management
  • Willingness to take on challenging projects
  • Comfortable with change
  • Enjoys fine-tuning processes to improve efficiency of events
  • Positive attitude
  • Emotionally intelligent
  • Energetic, Fun & outgoing
  • Self-motivated – able to work independently with minimal supervision