Event Coordinator

3 weeks ago

High Wycombe, Buckinghamshire, United Kingdom Job N Job Full time
Job Overview

Employment Type:

  • Full-time, Permanent

​

Work Schedule:

  • Monday to Friday
  • Availability on weekends

Experience Required:

  • At least two years in a supervisory or leadership capacity (mandatory)

Certification:

  • Valid driving license (mandatory)

Location:

  • On-site

Position Summary:

The Event Coordinator is tasked with the planning, organization, and execution of diverse events, ensuring their successful and smooth operation. This position demands a blend of exceptional organizational, communication, and interpersonal skills, along with the capability to juggle multiple tasks and deadlines. The Event Coordinator will collaborate closely with clients, suppliers, and internal teams to craft memorable and impactful events that meet or surpass expectations.

Core Responsibilities:

1. **Event Organization:** Collaborate with clients to grasp their event goals, budget, and preferences. Develop thorough event plans, encompassing timelines, budgets, and resource needs. Select and coordinate venues, catering, décor, entertainment, and other essential services. Ensure all logistical elements of the event are meticulously organized and executed.

2. **Financial Oversight:** Formulate and manage event budgets, ensuring expenses remain within the designated limits. Negotiate contracts with suppliers to secure cost-effective services without sacrificing quality. Monitor and report on budgetary expenditures throughout the planning and execution stages.

3. **Supplier Coordination:** Identify, assess, and select suppliers, contractors, and vendors for various event services. Communicate with suppliers to ensure they comprehend the event requirements and expectations. Coordinate logistics with suppliers, including setup, breakdown, and any necessary arrangements.

4. **Timeline and Task Oversight:** Create and maintain detailed event timelines to guarantee all tasks are completed punctually. Assign responsibilities to team members and external partners, providing clear expectations. Monitor progress and address any issues or delays promptly to keep the event on schedule.

5. **On-Site Management:** Supervise all facets of event execution, including setup, registration, activities, and teardown. Troubleshoot and resolve any issues that may arise during the event. Ensure a positive experience for attendees, clients, and stakeholders.

6. **Post-Event Assessment:** Conduct evaluations after events to measure success against predefined objectives. Gather feedback from clients, attendees, and team members to identify areas for enhancement. Prepare and present comprehensive reports summarizing the event, including financial outcomes.

7. **Communication:** Maintain clear and consistent communication with clients, team members, and suppliers. Provide regular updates on event progress, changes, and potential challenges. Respond promptly to inquiries and concerns before, during, and after events.

Qualifications:

Bachelor's degree in Event Management, Hospitality, Business, or a related field. Proven experience as an Event Coordinator or in a similar capacity. Strong organizational and multitasking abilities. Excellent communication and interpersonal skills. Proficient in budget management and negotiation. Familiarity with event management software and Microsoft Office Suite. Creative problem-solving skills and meticulous attention to detail. Ability to work under pressure and adapt to shifting priorities.

Willingness to work evenings, weekends, and travel as necessary.

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