Position OverviewThe Event Coordinator is responsible for planning, organizing, coordinating, and supporting events from initial requirements through execution and post-event evaluation. The role manages event logistics, schedules, suppliers, venues, guest arrangements, budgets, event materials, and on-site activities to ensure events are delivered smoothly and professionally.
The position works closely with clients, internal teams, venues, vendors, contractors, speakers, entertainers, sponsors, and other stakeholders to coordinate all operational requirements. The Event Coordinator may support a wide range of events including corporate functions, conferences, exhibitions, product launches, promotional campaigns, weddings, private functions, networking events, and special occasions.
Key Responsibilities
- * Understand client or internal stakeholder requirements, event objectives, target audience, budget, theme, schedule, and expected outcomes.
- Develop detailed event plans covering timelines, venues, suppliers, staffing, guest arrangements, logistics, equipment, activities, and deliverables.
- Prepare event proposals, quotations, budgets, schedules, checklists, floor plans, run sheets, and other planning documentation.
- Research, evaluate, and coordinate suitable venues based on capacity, location, accessibility, facilities, cost, layout, and event requirements.
- Coordinate with caterers, decorators, AV providers, photographers, videographers, entertainers, transport providers, security teams, printers, production companies, and other suppliers.
- Obtain and compare supplier quotations and assist with commercial negotiations to ensure requirements are met within approved budgets.
- Manage supplier bookings, purchase orders, contracts, deposits, delivery schedules, and service requirements.
- Maintain regular communication with clients and stakeholders and provide updates regarding event progress, changes, and outstanding requirements.
- Coordinate guest lists, invitations, RSVPs, registrations, seating arrangements, VIP requirements, badges, tickets, welcome materials, and attendee communications.
- Coordinate speakers, presenters, performers, hosts, sponsors, exhibitors, VIP guests, and other participants.
- Prepare event schedules, programmes, briefing documents, contact lists, production schedules, and event-day run sheets.
- Coordinate event setup, including furniture, decorations, signage, lighting, audio-visual equipment, registration areas, catering arrangements, branding materials, and other requirements.
- Conduct venue inspections and site visits to identify logistical requirements, potential issues, access limitations, and operational risks.
- Work with venue and supplier teams to ensure setup and preparation are completed according to agreed specifications and timelines.
- Monitor event budgets, expenses, supplier costs, payments, deposits, and outstanding invoices to maintain financial control.
- Maintain accurate records of event-related quotations, contracts, invoices, guest information, schedules, supplier details, and approvals.
- Coordinate event-day operations and ensure suppliers, staff, guests, speakers, and other stakeholders are in the appropriate locations at the required times.
- Monitor event schedules and ensure programmes, presentations, catering, entertainment, registration, and other activities remain on schedule.
- Provide on-site support and respond quickly to operational issues, client requests, guest concerns, supplier problems, and unexpected changes.
- Coordinate event staff, temporary workers, promoters, volunteers, registration teams, and other personnel where required.
- Brief event staff and suppliers regarding responsibilities, schedules, safety requirements, customer-service expectations, and operational procedures.
- Ensure event branding, signage, promotional materials, displays, and other visual elements are correctly positioned and presented.
- Support event marketing and promotional activities through social media, email communications, invitations, digital content, partnerships, and promotional materials where applicable.
- Coordinate transportation, accommodation, equipment delivery, storage, access arrangements, and other event logistics when required.
- Ensure events comply with company policies, venue requirements, health and safety procedures, security requirements, permits, and applicable regulations.
- Maintain professional relationships with clients, venues, suppliers, contractors, partners, and other stakeholders.
- Handle client feedback and complaints professionally and escalate significant issues to management when appropriate.
- Assist with event breakdown, equipment collection, supplier departure, venue restoration, and post-event requirements.
- Reconcile event expenses and ensure outstanding financial and administrative matters are completed after each event.
- Collect attendee, client, supplier, and team feedback and prepare post-event reports highlighting outcomes, issues, and improvement opportunities.
- Review event performance against objectives, attendance, budget, guest experience, operational efficiency, and other relevant KPIs.
- Maintain an organized database of suppliers, venues, event contacts, quotations, pricing information, and previous event records.
- Support multiple events simultaneously while maintaining accurate timelines, communication, documentation, and operational priorities.
Requirements
- * Diploma or Bachelor’s degree in Event Management, Hospitality Management, Marketing, Communications, Business Administration, Tourism, Public Relations, or a related field.
- Proven experience in event coordination, event planning, hospitality, marketing, exhibitions, conferences, weddings, corporate events, or a related environment.
- Strong understanding of event planning, logistics, venue coordination, supplier management, guest management, and on-site event execution.
- Experience coordinating vendors, contractors, venues, caterers, AV suppliers, production teams, or other event service providers.
- Strong organizational and multitasking skills with the ability to manage multiple deadlines, suppliers, stakeholders, and event requirements.
- Excellent communication, interpersonal, negotiation, coordination, and client-service skills.
- Strong problem-solving ability and the ability to remain calm and professional under pressure.
- Good understanding of event budgeting, quotation comparison, expense tracking, and basic financial administration.
- Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
- Experience with event-management, registration, CRM, project-management, or scheduling platforms is an advantage.
- Strong attention to detail and ability to identify potential operational issues before and during events.
- Creative mindset with the ability to contribute ideas for event themes, experiences, activities, branding, and guest engagement.
- Ability to work independently while coordinating effectively with internal teams and external stakeholders.
- Strong time-management and prioritization skills in a fast-paced environment.
- Professional appearance and customer-focused approach when representing the company at events.
- Willingness to work evenings, weekends, public holidays, extended hours, and event-day shifts when required.
- Willingness to travel to venues, exhibitions, conferences, and other event locations when required.
- Additional language skills are an advantage, particularly when working with international clients, guests, suppliers, or corporate events.
