Events and Entertainment Co-Ordinator

Duties and responsibilities include:

Events / Entertainment Planning

• Have an up-to-date understanding of facilities and products available for events
• Update the events calendar
• Attend pre-event meetings and work with client to understand their event / entertainment requirements
• Offer solutions inline with specifications and client requirements aligned to the technical rider and event plan
• Use any opportunities to upsell on the event
• Co-ordinate logistical arrangements as per itinerary i.e transport, accommodation, food & beverage, etc
• Track client billing instructions against the deal sheet for each event
• Compile event info sheets and distribute to relevant stakeholders and departments
• Ensure all marketing elements are inline with the brand CI guidelines
• Resolve any problems and queries in accordance with contract stipulations, and escalate when required
• Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the relevant departments.

Events / Entertainment Delivery

• Compile the running order schedule to accurately reflect client requirements
• Ensure all event contract details are accurately captured and inputted onto the approved contract template in M-Files, maintaining compliance and consistency.
• Check that the venue set up meets technical and client requirements
• Co-ordinate backstage/venue/entertainer/crew deliverables as per production schedule
• Perform regular venue checks and escalate faults to Maintenance or IT for prompt action
• Communicate regularly with relevant stakeholders, inform client or relevant departments of potential problems, changes, and additions to technical resources
• Conduct all entertainment checks at least one hour before event starting time
• Escalate any issues / challenges being experienced
• Update any final amendments to function sheets and ensure the distribution to all relevant stakeholders
• Complete post event administration including event information documents, arena attendance figures and billing.
• Store and secure operating and entertainment equipment in line with the standard operating procedure.

Stakeholder Engagement

• Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event.
• Collaborate with suppliers and contractors to secure event requirements, driving cost-effective solutions within the approved budget Liaise with suppliers in design and delivery of the entertainment / event requirements
• Liaise with multiple departments in the co-ordination and execution of entertainment events including F&B, security, gaming, marketing,etc.
• Liaise with marketing management to evaluate the post-mortem of the event.