Events Coordinator / Manager. Required for an Organisation based in Isando, JHB. Company requires a well experience candidate that has managed large events and conferences from beginning to end.

Compiling Company’s Events Calendar
• Compilation of the events calendar according to the identified events for the year.

To plan, coordinate & execute the Company’s Conventions
• Planning and managing the event from conception through to staging and ensure that the event delivers against set objectives.
• Convention budget preparation & management – ensure that all cost estimates and invoices are processed
• Quotation gathering on various items required for the convention according to budget
• Source suitable venues, do venue inspections and venue bookings
• Accommodation block booking with relevant hotel/s
• Responsible for all logistical arrangements as per budget line items & putting together the convention function sheet in conjunction with the venue: branding, sourcing of corporate promotional items, entertainment, audio visual requirements for conference & conference welcome function & gala dinner and décor according to various functions’ themes including onsite setup – i.e. liaise with the various role-players; facilitate & ensure smooth execution of set-up /strike-off of the event.

This includes all logistical arrangements required for the conventions:
• Golf day challenges
- Registration of golfers & onsite staff required, sponsor liaison
- Onsite delegates’ registration for conference: ensure smooth running by registration desk staff; source conference bags for delegates’ info packs at registration
• Welcome function:
- Manage all set-up & strike-off; sponsor requirements; seating plan, décor booking & onsite setup according to theme; menu selection & confirmation; record keeping & arrangements for special meals; cash bar arrangements, therefore constant liaison with the venue banqueting team required at all times; technical requirements on all audio & visual equipment, programme/running order
- Ensure correct seating plan suitable according to venue & number of delegates
- Ensure that all the Association’s branding required for the conference is set-up as well as facilitate the entire sponsors’ branding process from set-up to strike off
• Gala dinners
- Manage all set-up & strike-off; sponsor requirements; seating plan; décor booking & onsite setup according to theme; menu selection & confirmation; record keeping & arrangements for special meals;
• Spouses programme
- Booking all different programmes lined up for spouses; arrange for all required meals/refreshments for the participating spouses
• Responsible for the delegate registration process leading on to the conference including putting together the registration forms and ensuring suitable terms & conditions and making sure that they are adhered to.
• Sponsorship sales, bookings and sponsor liaison & briefing regarding the entire event’s implementation/execution procedure
• Supplier liaison & monitoring regarding all payment procedures & requirements
• Accurate record keeping on all attendees and sponsors; this involves manual data capturing of delegates & sponsors. Records generated for the use on the entire Companies membership data base & membership status checks
• Attending to guests and internal queries from all stakeholders, suppliers & sponsors pre-convention & onsite in the absence of fellow events team
• Make sure top level speakers are secured – arrangements for all speakers’ travel, accommodation, speaker presentations, gifts, make sure holding room is booked and has all requirements as per individual speakers
• Entertainers – source & book entertainers required for all convention functions; all their travel & accommodation arrangements, change rooms & meal arrangements
• Décor – Make sure that all décor for all listed functions above is booked & arranged according to their different themes & function set-up; book & arrange all meals, transport & transfers for décor crew
• Travel & accommodation arrangements required for Company’s staff
• Audio Visual: Presentation & communications support - video editing, clips, screen savers / loops, on brand & image, design support, internal communication of corporate message, invitations and promotional material
• Website maintenance - content management before & after conference
• Delegate & sponsors retention through email & telephone communication
• Budget vs. expenditure analysis post-convention