BTD Tours - Event Coordinator

FLYER

RMGA

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Planning & Coordinating Your Special Events

A minimal 3-week contract is required for Personal Assistant services with negotiations for long-term projects welcome!

Talk with clients about events and offer suggestions to ensure their requests can be met
Advise senior management on matters requiring their attention and implement their decisions
Negotiate the type and costs of services to be provided, in line with a budget
Calculate budgets and ensure they are adhered to.
Follow up with clients to arrange payment and, after the event, to evaluate the service provided
Book talent, including musicians, bands, and disc jockeys.
Coordinate lodging and food package reservations with various activities
Select chefs or catering companies to prepare food for event.
Sample food and select dishes for menus.
Visit venue to plan layout of seating and decorations.
Consult with service providers such as entertainers and transport companies
Schedule speakers, vendors, and participants.
Coordinate and monitor event timelines and ensure deadlines are met.
Coordinate staff to ensure the program of events occurs on time (for example, speeches and the serving of food and refreshments)
Initiate, coordinate and/or participate in all efforts to publicize event.
Edit and design promotional materials.
Prepare presentations.
Develop and oversee fundraising events.
Negotiate and secure event space.
Organize the venue and ensure that it is appropriately set up, with regard to seating and decor
Create invitee list.
Work with printer and designer to develop event invitations.
Send out invitations and manage RSVP list

Oversee work by contractors and report on variations to work orders
Consult with management to ensure adequate staff members are rostered for duty, and with catering staff to plan the menu
Hire staff to manage the event, including bouncers and security personnel.
Manage correspondence.
Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
Keep inventory of backdrops, projectors, computers, and other display materials.
Find solutions to any problems that arise concerning services or programs provided
Collect and analyse data on projects undertaken, and report on project outcomes.
Offer a formal Thank-You to the Client and the Event Sponsors!