Event Coordinator Adtek Print & Media Private Limited

Job Summary:

We are seeking a detail-oriented, energetic, and organized Event Coordinator to plan, manage, and execute events from start to finish. The ideal candidate will be responsible for coordinating all event logistics, managing vendor relationships, handling budgets, and ensuring a seamless and memorable experience for attendees.

Key Responsibilities:

• Event Planning and Strategy: Collaborate with clients or internal stakeholders to understand event goals, requirements, and budgets. Develop detailed event proposals, concepts, and timelines.
• Vendor and Venue Management: Research, select, and negotiate contracts with various vendors, including venues, caterers, decorators, audiovisual teams, and entertainers.
• Budget Management: Create and manage event budgets, track expenses, and ensure cost-effective solutions while maintaining high-quality standards.
• Logistics and Coordination: Oversee all logistical aspects of the event, such as guest lists, invitations, registrations, transportation, and accommodation. Create and manage detailed event schedules and timelines.
• Marketing and Promotion: Assist in developing and implementing marketing strategies to promote the event and attract attendees, utilizing social media, email campaigns, and other promotional channels.
• On-site Execution: Be the main point of contact on the day of the event, overseeing setup, managing staff, coordinating with vendors, and troubleshooting any issues that may arise.
• Post-Event Evaluation: Conduct post-event evaluations, gather feedback from clients and attendees, and analyze data to measure success and identify areas for improvement.

Skills and Qualifications

• Education: A bachelor's degree in event management, hospitality management, marketing, communications, or a related field is often preferred, but not always required.
• Experience: Proven experience in event planning or coordination, with a track record of organizing successful events.
• Organizational Skills: Exceptional organizational and project management skills are crucial for handling multiple tasks and deadlines simultaneously.
• Communication: Excellent verbal and written communication skills for interacting with clients, vendors, and team members.
• Problem-Solving: The ability to think on your feet, solve problems creatively, and remain calm under pressure is essential.
• Negotiation: Strong negotiation skills to secure the best terms with vendors and stay within budget.
• Attention to Detail: Meticulous attention to detail to ensure every aspect of the event is flawless.
• Software Proficiency: Familiarity with event management software, project management tools (e.g., Trello, Asana), and other relevant technology.
• Flexibility: The role often requires working evenings and weekends, especially during events.