Job Title: Event Coordinator
Contract: Long term
Location: Dallas TX Onsite
Someone who is willing to travel and expenses will be covered
The Event Coordinator plays a crucial role in the planning organization and execution of various events ensuring they run smoothly and successfully. This position requires a blend of creativity attention to detail strong organizational skills and excellent communication abilities to coordinate all aspects of events from conception to completion.
Responsibilities:
Event Planning:
- Collaborate with clients or internal stakeholders to understand event requirements objectives and budget constraints.
- Develop event concepts themes and timelines in alignment with client expectations.
- Research and secure event venues vendors and suppliers.
- Coordinate logistics including catering transportation accommodations audiovisual equipment and other event necessities.
- Ensure compliance with legal health and safety regulations for events.
Budget Management:
- Develop and manage event budgets tracking expenses and ensuring adherence to financial guidelines.
- Negotiate contracts with vendors and suppliers to secure favourable pricing and terms.
- Provide regular budget updates to stakeholders and identify costsaving opportunities where possible.
Coordination and Execution:
- Oversee all aspects of event setup including d cor seating arrangements and signage.
- Coordinate with vendors staff and volunteers to ensure timely delivery of services and smooth event operations.
- Manage onsite logistics during events troubleshooting issues as they arise.
- Act as the main point of contact for clients vendors and attendees addressing inquiries and concerns promptly and professionally.
Marketing and Promotion:
- Assist in developing marketing materials such as invitations flyers and social media posts to promote events.
- Collaborate with marketing teams to leverage various channels for event promotion and audience engagement.
- Monitor RSVPs and registrations tracking attendance and managing guest lists.
PostEvent Evaluation:
- Conduct postevent evaluations to assess the success of events and identify areas for improvement.
- Gather feedback from clients attendees and stakeholders to inform future event planning.
- Prepare postevent reports summarizing key metrics successes challenges and recommendations.
Qualifications:
- Bachelors degree in Event Management Hospitality Marketing or related field preferred.
- Proven experience in event planning and coordination with a strong portfolio of successful events.
- Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
- Strong interpersonal and communication abilities both written and verbal.
- Creative thinker with the ability to develop innovative event concepts and solutions.
- Proficiency in event management software and Microsoft Office suite.
- Ability to work flexible hours including evenings and weekends as required by event schedules.
- Detailoriented with a keen eye for design and aesthetics.
- Problemsolving skills and ability to remain calm under pressure.
- Knowledge of current industry trends and best practices in event planning and management