Event Coordinator (EVC001)

Our client is a premier event management company based in Riyadh. Their services include planning and organizing exhibitions, Gala dinners, conferences, summits, corporate events, fund raisers, product launches, networking events and festivals. They are seeking an Event Coordinator to join their team in Riyadh.

Job Brief:

As an Event Coordinator you will be responsible for planning, executing, and managing various events to ensure their successful delivery. Your creativity, strong organizational skills, and ability to work under pressure will play a crucial role in creating memorable experiences for our clients and attendees.

Responsibilities:

Event Conceptualization:

• Collaborate with clients or internal stakeholders to understand event objectives and requirements.
• Develop creative event concepts and themes tailored to the target audience.

Venue and Vendor Selection:

• Source and evaluate potential event venues and vendors, including caterers, decorators, and audiovisual providers.
• Negotiate contracts and terms with selected vendors.

Logistics Coordination:

• Arrange event logistics, including room layouts, seating arrangements, and event schedules.
• Coordinate event set-up, breakdown, and on-site management.

Marketing and Promotion:

• Assist in event marketing and promotion efforts to attract attendees and increase event visibility.
• Utilize various marketing channels, such as social media and email, to reach the target audience.

Registration and Attendee Management:

• Manage event registration processes and maintain attendee databases.
• Handle attendee inquiries and provide necessary event information.

Budget Monitoring:

• Prepare and manage event budgets, ensuring all expenses are within the allocated budget.
• Track expenses and provide regular budget status reports to relevant stakeholders.

Risk Management:

• Identify potential risks and develop contingency plans to mitigate them.
• Ensure compliance with safety and legal regulations during events.

Key Performance Indicators (KPIs):

• Number of attendees and target achievement compared to set goals.
• Post-event surveys or feedback indicating attendee satisfaction levels.
• Cost efficiency and adherence to the allocated event budget.
• Adherence to event timelines and successful completion of tasks on schedule.
• Feedback and ratings from vendors, clients, and stakeholders.

Qualifications:

• Bachelor's degree in Event Management, Hospitality, Marketing, or related field (or equivalent experience).
• Proven experience as an Event Coordinator or similar role, with a track record of successful event execution.
• Strong organizational and project management skills, with the ability to handle multiple tasks simultaneously.
• Excellent communication and interpersonal abilities for effective coordination and collaboration.
• Creative thinking and problem-solving skills to develop innovative event concepts and overcome challenges.

Indicators Event Management Key Performance Indicators Registration Timelines Conferences Risk Management Expenses Networking Databases Regulations Social Media Vendors Pressure Email Project Management Planning Marketing Communication Management