Events Specialist

Roles and responsibilities

● Develop JCSA’s annual event’s calendar and create event concepts and ideas that promote JCSA (race day and non race day events).

● Develop detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets).

● Work hand in hand with the race planning team to coordinate efforts for the events that are planned during the different races to ensure full alignment.

● Support in the design, planning, and coordination of events and other JCSA’s occasions.

● Plan and organize all logistical arrangements required for the execution of events including races, auctions, concerts, conferences, conventions, trade shows, meetings and ceremonies.

● Work with vendors and event service providers during the event planning and execution process to ensure everything is in order.

● Work hand in hand with the Marketing and Sponsorship team to coordinate event requirements (e.g. posters, catalogues and brochures and other collateral material).

● Work hand in hand with the Marketing and Sponsorship team to identify marketing and sponsorship requirements for the different events.

● Implement event protocol and procedures specifically with the appropriate methods in which to interact and provide logistics for high profile events.

● Work hand in hand with the Customer Insights team to conduct post-event evaluation in order to gather customer insights and identify areas of improvements
Event Planning and Coordination:
Conceptualizing Events: Work with clients, stakeholders, or senior management to understand event goals and objectives. Develop event themes, formats, and structures that align with the organization’s mission and needs.
Event Budgeting: Create and manage detailed budgets for events, ensuring that costs are controlled and expenditures are tracked. Negotiate contracts with vendors and suppliers to ensure cost-effective services.
Event Scheduling: Develop detailed timelines for event preparation, execution, and follow-up, ensuring that all tasks are completed on schedule.
Venue Selection and Management: Identify, book, and manage event venues that meet the needs of the event. Handle logistics such as transportation, accommodations, room setup, and audio/visual requirements.
Vendor and Supplier Management:
Vendor Coordination: Work with vendors and service providers (caterers, AV technicians, decorators, etc.) to ensure that all aspects of the event are covered. Negotiate terms and contracts, ensuring services meet event requirements.
Supplier Liaison: Act as the primary point of contact for all event-related vendors, ensuring that all deliverables are met on time and in line with expectations.
Quality Control: Ensure that the products and services provided by vendors meet the standards expected and fulfill the specific requirements of the event.
Team Management and Collaboration:
Leading Event Teams: Supervise and manage a team of event coordinators, assistants, volunteers, and other staff involved in event planning and execution. Provide clear instructions and guidance to ensure team members work efficiently.
Cross-department Collaboration: Work closely with internal departments (marketing, PR, IT, HR, etc.) to ensure alignment between event goals and organizational objectives.
Delegating Responsibilities: Assign tasks to team members based on their strengths and ensure that every aspect of the event is covered, from logistics to guest services.

Desired candidate profile

Bachelor's degree in Marketing, Business Administration or any other relevant field.

Required Years of Experience:

● Senior Event Management Specialist: Minimum of 4-6 years of experience in a similar role or function.

● Event Management Specialist: Minimum of 0-3 years of experience in a similar role or function.
Event Promotion and Marketing:
Developing Event Marketing Plans: Create strategies to promote events, including email marketing, social media campaigns, and website updates. Work with the marketing team to create promotional materials such as invitations, flyers, and event signage.
Engaging Attendees: Develop and implement strategies for engaging attendees before, during, and after the event. This could include pre-event emails, event apps, attendee surveys, and post-event follow-ups.
Managing Event Registration: Oversee the registration process, whether it’s online or on-site, and ensure that guest lists, RSVPs, and ticketing are efficiently managed.
On-Site Event Management:
Event Set-up and Execution: Oversee the on-site logistics and ensure that all elements of the event are set up and running smoothly, including coordinating venue setup, managing staff, and overseeing event signage, décor, and materials.
Problem-solving in Real-Time: Quickly address any issues that arise during the event, such as vendor delays, technical difficulties, or unexpected changes in the schedule, to ensure a seamless experience for guests and organizers.
Guest Management: Ensure that guests are welcomed and directed appropriately throughout the event, from registration to special requirements (e.g., VIP guests). Handle customer service aspects such as dealing with inquiries or complaints.