Event Coordinator

1 month ago

KalyanDombivli Maharashtra, India BIID Full time

**Position Title**: Event Coordinator
**Department**: Events / Marketing
**L**ocation: Kalyan

**Job Overview**:
The Event Coordinator is responsible for planning, organizing, and executing events from start to finish. This role involves working closely with clients, vendors, and internal teams to ensure that events are successful, run smoothly, and meet or exceed client expectations. The Event Coordinator will handle all aspects of event planning, including logistics, scheduling, vendor management, and post-event follow-up. They must be detail-oriented, highly organized, and able to manage multiple projects simultaneously in a fast-paced environment.

**Key Responsibilities**:

- **Event Planning & Coordination**:

- Collaborate with clients to understand their event goals, objectives, and vision.
- Develop and execute event plans, including budgeting, timeline creation, and resource allocation.
- Identify and secure venues, vendors, and suppliers (e.g., caterers, decorators, AV teams, transportation).
- Coordinate event logistics, including transportation, accommodations, registration, and guest lists.
- Ensure all aspects of the event align with the client’s expectations, from the concept stage through to execution.
- **Vendor & Supplier Management**:

- Research and select vendors, including venues, caterers, entertainers, and technical support teams.
- Negotiate contracts with vendors and suppliers, ensuring services are within budget and meet quality standards.
- Manage relationships with external vendors, ensuring they meet deadlines, provide high-quality services, and resolve any issues promptly.
- Oversee the setup and teardown of events, ensuring all logístical elements are in place and functioning.
- **Client Communication & Relationship Management**:

- Serve as the main point of contact for clients, maintaining clear and continuous communication throughout the planning and execution phases.
- Provide regular updates to clients on event progress, deliverables, and any challenges or changes.
- Assist clients with event marketing, including promoting the event through digital channels, if required.
- Ensure clients are satisfied with the final outcome of the event, addressing any concerns or feedback in a timely and professional manner.
- **Event Execution**:

- Oversee all aspects of the event on the day-of, ensuring everything runs according to the schedule and troubleshooting any issues that arise.
- Coordinate with on-site staff, including vendors, volunteers, and team members, to ensure smooth operations.
- Manage event registration, check-in processes, and ensure a positive guest experience.
- Monitor the event’s progress, ensuring that all activities and timelines are adhered to.
- **Budget Management & Cost Control**:

- Develop and manage event budgets, tracking expenses and ensuring events stay within allocated budgets.
- Provide clients with cost estimates, ensure accurate invoicing, and manage payments to vendors and suppliers.
- Look for cost-effective solutions while maintaining the quality and overall experience of the event.
- **Post-Event Evaluation**:

- Assist in conducting post-event evaluations, gathering feedback from clients, vendors, and participants.
- Analyze event performance, including attendee engagement and feedback, to improve future events.
- Prepare post-event reports that outline successes, challenges, and lessons learned, providing actionable insights for future planning.
- **Marketing & Promotion**:

- Work with marketing teams to create event collateral, such as invitations, brochures, or digital assets.
- Assist with managing event websites or registration platforms, ensuring that all details are current and accurate.
- **Event Documentation & Reporting**:

- Maintain organized event documentation, including contracts, budgets, vendor lists, and schedules.
- Prepare reports for management or clients outlining event details, success metrics, and areas for improvement.

**Qualifications**:

- **Education**:

- Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or a related field.
- Certifications in event planning (e.g., CMP - Certified Meeting Professional) are a plus.
- **Experience**:

- 1-3 years of experience in event planning, coordination, or a related field.
- Proven experience in organizing and executing events (corporate, social, or non-profit).
- Experience with event management software or tools (e.g., Eventbrite, Cvent) is preferred.
- **Skills**:

- Strong organizational and multitasking abilities, with a keen eye for detail.
- Excellent verbal and written communication skills, with the ability to interact with clients, vendors, and team members.
- Strong negotiation and vendor management skills.
- Ability to manage budgets and prioritize tasks effectively.
- Problem-solving and crisis management skills, with the ability to remain calm under pressure.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), an

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