Event Manager

BASIC FUNCTION:
The Event Manager is responsible for the comprehensive planning, coordination, and execution of client events, ensuring that each project meets or exceeds client expectations. This role involves managing all aspects of event logistics, from concept development to on-site management, vendor coordination, and post-event evaluation. The Event Manager is expected to lead a team, maintain clear communication with clients and stakeholders, and ensure that events are delivered on time, within budget, and to a high standard of quality.

RESPONSIBILITIES:

Event Planning & Coordination

• Collaborate with clients to understand their vision, goals, and requirements for each event.
• Oversee the creative aspects of event design, including themes, décor, and layout.
• Create and manage detailed event timelines, task lists, and production schedules from start to finish.
• Oversee logistics such as venue setup, vendor coordination, audio-visual needs, catering, and event design.

Event Production

• Collaborate with AV and production companies to design and execute technical aspects of the event, including lighting, sound, and staging.
• Oversee stage set design, ensuring the layout enhances the overall event experience and aligns with the event theme.
• Develop comprehensive run-of-show documents, outlining detailed timing and responsibilities for each element of the event.
• Conduct rehearsals with speakers, performers, and production teams to ensure seamless execution during the event.
• Troubleshoot technical or production issues on-site to ensure events run smoothly.

Budget Management

• Prepare and manage event budgets, ensuring costs are controlled while maintaining event quality.
• Negotiate contracts with vendors and suppliers to secure favorable terms.
• Track expenses throughout the planning process and provide financial reports to clients.
• Develop comprehensive proposals.  
  

Client Relations  

• Serve as the primary contact for clients, ensuring their needs are met and providing regular updates throughout the planning process.
• Conduct post-event debriefs with clients, reviewing event performance and gathering feedback.
• Prepare event reports and evaluations to identify areas of improvement for future events.
  

Vendor & Partner Coordination

Source, select, and manage vendors and partners, including negotiating contracts and overseeing their performance to ensure seamless event delivery.

• Maintain strong relationships with existing vendors while continuously sourcing new partners.
  

Team Leadership

• Lead a team of event coordinators, staff, and volunteers, ensuring everyone is aligned with the event’s goals and their roles are clearly defined.
• Delegate tasks to team members and provide ongoing support and direction.
• Oversee on-site staff during events to ensure smooth execution.

Marketing & Promotion Support

• Collaborate with marketing teams to ensure proper promotion of events, including social media, email campaigns, and other marketing channels.
• Assist in creating promotional materials, invitations, and event branding, as needed.
  

Event Day Execution

• Manage the on-site execution of events, including setup, coordination of vendors, and troubleshooting any issues that arise.
• Ensure timelines are adhered to and that all aspects of the event run seamlessly.
• Provide leadership and problem-solving skills in fast-paced, high-pressure situations.
  

SUMMARY OF SKILLS, KNOWLEDGE, AND ABILITIES:

Attention to Detail: Meticulously follow detailed procedures and ensure accuracy in documentation and data management.

Effective Communication: Clearly present information through verbal and written communication, engaging effectively with customers and suppliers, and demonstrating strong listening skills.

Industry Awareness: Stay informed of current industry trends, continuously learn and apply new concepts, and demonstrate career self-reliance.

Customer Service Excellence: Deliver a high level of service, prioritize customer satisfaction, address service failures effectively, and proactively meet customer needs.

Problem-Solving: Anticipate and solve problems proactively.

Adaptability: Remain open-minded and flexible, adapting to new information and varying customer needs; manage transitions effectively between tasks.

Project Management: Manage multiple projects efficiently, determine project urgency, and create detailed action plans to organize schedules.

Quality Assurance: Maintain high standards despite pressing deadlines, ensure work is done right the first time, and thoroughly inspect materials for flaws and test new methods.

Creative Aptitude: Demonstrate an interest and ability in working with colors, fabrics, and understanding dimensions.

Resilience: Work well under pressure, collaborate effectively with others, and take on additional tasks as needed.

Networking: Network confidently and professionally with a wide range of individuals.

Technical Proficiency: Accurately type a minimum of 50 words per minute and operate standard office equipment such as calculators, fax machines, and copiers.

Computer Skills: Proficient in Microsoft Teams, Word, Excel, PowerPoint, Outlook, and Publisher.

PHYSICAL AND MENTAL REQUIREMENTS:

Physical Labor: Must be physically capable of lifting and moving heavy items, setting up and breaking down event equipment, and performing other physically demanding tasks.

Technical Operation: Able to operate a computer, calculator, and general office equipment, as well as event-specific equipment.

Stamina: Maintain high energy levels and endurance during long event days, which may include standing for extended periods and working in various weather conditions.

Manual Dexterity: Perform tasks involving manual dexterity, including assembling and disassembling event setups.

Confidentiality and Accuracy: Handle confidential data with integrity, meet deadlines under pressure, and work accurately with detailed information.

Adaptability: Quickly adapt to changing environments and tasks, manage multiple priorities, and work efficiently under pressure.

Problem-Solving: Effectively address and resolve issues that arise during event planning and execution.

Team Collaboration: Work well with a team, providing support and taking on additional tasks as necessary.

Customer Interaction: Engage positively with clients and attendees, always maintaining a professional demeanor.