Event Planner

Roles and responsibilities

We are looking for a successful and enthusiastic Event Planner to produce events from conception through to completion. Event coordinator responsibilities include providing outstanding customer service and organizing memorable events that meet quality expectations.

Responsibilities

Event planning, design and production while managing all project delivery elements within time limits
Liaise with clients to identify their needs and to ensure customer satisfaction
Conduct market research, gather information and negotiate contracts prior to closing any deals
Provide feedback and periodic reports to stakeholders
Propose ideas to improve provided services and event quality
Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc
Ensure compliance with insurance, legal, health and safety obligations
Specify staff requirements and coordinate their activities
Cooperate with marketing and PR to promote and publicize the event
Proactively handle any arising issues and troubleshoot any emerging problems on the event day
Conduct pre- and post-event evaluations and report on outcomes
Research market, identify event opportunities and generate interest
Client Consultation and Needs Assessment:

Meet with clients to understand their event requirements, preferences, and objectives (e.g., wedding, corporate event, conference, etc.).
Discuss event themes, budget, venue preferences, timeline, guest list, and other specifics to ensure alignment with client expectations.
Provide expert advice on event formats, trends, themes, and venues to help clients make informed decisions.
Event Planning and Coordination:

Develop a detailed event plan, including timelines, tasks, responsibilities, and deadlines to ensure everything runs smoothly.
Coordinate logistics such as transportation, accommodations, and parking arrangements for guests, speakers, or performers.
Secure necessary permits and licenses for events, ensuring compliance with local regulations.
Collaborate with vendors, suppliers, and service providers (e.g., caterers, decorators, photographers, security) to ensure quality and timely delivery of services.
Create and manage guest lists, send out invitations, and track RSVPs.

Desired candidate profile

Proven experience as an events planner or organizer
Impressive portfolio of previously managed events (weddings, meetings, parties, corporate events)
Excellent time management and communication skills
Sales skills and ability to build productive business relationships
Ability to manage multiple projects independently
MS Office proficiency
Willing to submit references from previous clients
BS in Event Management or related field
Strong project management and organizational skills to manage multiple events simultaneously.
Proficiency in event planning software, Microsoft Office Suite (especially Excel and PowerPoint), and social media platforms for event promotion.
Excellent communication skills, both written and verbal, for dealing with clients, vendors, and guests.
Ability to work under pressure and meet tight deadlines while ensuring attention to detail.
Knowledge of event technologies, including AV equipment, live streaming, and event registration platforms.
Soft Skills:

Excellent interpersonal skills to build strong relationships with clients, vendors, and event attendees.
Strong problem-solving skills to resolve issues that may arise before or during the event.
Customer-focused with the ability to anticipate and meet the needs of clients and guests.
Creative thinking to come up with innovative ideas, themes, and solutions for unique events.
Ability to stay calm under pressure, especially when managing complex or large events with multiple moving parts.