Events Coordinator

Job Title: Event Coordinator

Location: All Seasons Events Place (ASEP)

Reports to: Chairman/CEO

About All Seasons Events Place:

All Seasons Events Place is an premier al fresco venue that caters to various occasions, offering three distinct service packages to accommodate a wide range of client needs. From intimate gatherings to grand celebrations, our venue aims to provide an unparalleled experience. The venue will offer the following service packages:

• Standard Package: Free use of the venue with an affordable food package.
• Deluxe Package: Free use of the venue with an upgraded service offering, including lights and sounds and a cake.
• Premium Package: Free use of the venue with a stress-free, all-inclusive service package that covers food, lights and sounds, make-up, host, photo and video, and giveaways.

Job Summary:

The Event Coordinator will be responsible for managing and overseeing all aspects of events hosted at All Seasons Events Place. This role includes responsibilities before, during, and after the events, with a strong focus on pre-opening marketing, the grand opening, and day-to-day operations. The ideal candidate will have experience in event management, a passion for providing excellent customer service, and strong organizational skills. They will also be instrumental in developing marketing strategies, establishing vendor relationships and ensuring seamless execution of all events.

Key Responsibilities:

Pre-opening phase:

• Venue Setup and Preparation:
• Assist in the coordination of venue setup, including furniture arrangement, decorations, and ensuring that all facilities are in working order.
• Work with the Operations Consultant (Jayson) to ensure the venue meets all legal and safety requirements for opening.
• Contribute to the development of standard operating procedures (SOPs) for event management.
• Vendor and Supplier Coordination:
• Establish relationships with local suppliers for food, decorations, lighting, sound, and other event-related services.
• Negotiate contracts and ensure vendors are aware of event timelines and requirements.
• Develop a reliable and efficient supplier network, ensuring that the company benefits from the best quality and pricing.
• Marketing Strategy:
• Collaborate with the marketing team to develop promotional material and online content (social media, website, email newsletters) for the venue's launch and ongoing promotions.
• Engage with local businesses, influencers, wedding planners, and other stakeholders to build awareness and excitement for the venue's opening.
• Participate in the planning and execution of the grand opening event, ensuring high levels of media coverage, public attendance, and partnerships.
• Grand Opening Day:
• Event Management:
• Oversee the grand opening event, ensuring all details are executed according to plan.
• Coordinate with the team, vendors, and clients to ensure a seamless and enjoyable experience for all attendees.
• Manage the event timeline, troubleshoot any issues that arise, and ensure all event logistics are handled promptly.
• Day-to-Day Work Routine:
• Client Interaction and Event Planning:
• Meet with potential clients to discuss their needs, guiding them through the three service packages available.
• Assist clients in customizing their events, ensuring all aspects of the event (food, decor, entertainment, etc.) are planned to meet their expectations.
• Provide site tours and answer inquiries related to the venue's services and pricing.
• Handle event bookings, confirmations, and payment processing
• Marketing and Stakeholder Engagement:
• Maintain active relationships with event planners, wedding coordinators, and other stakeholders.
• Regularly update and manage the venue's online presence (website, social media, etc.) to attract new customers and maintain client engagement.
• Develop and send out promotional offers to targeted clients, increasing bookings through email marketing, social media campaigns, and direct outreach.
• Attend industry events and networking opportunities to build relationships and stay informed on industry trends.
• Event Execution and Coordination:
• On the day of the event, supervise the setup, ensuring everything is in place according to the client's specifications.
• Coordinate with vendors to ensure timely deliveries and set-ups.
• Ensure that all services (food, entertainment, decor, etc.) are delivered as per the client's expectations and within the agreed-upon timeframe.
• Act as the main point of contact during events, addressing any client concerns and troubleshooting issues as they arise.
• Post-Event Follow-Up:
• Ensure that all post-event tasks are handled, including thank-you notes, payment settlements, and collecting feedback from clients.
• Conduct post-event evaluations to assess what went well and areas for improvement.
• Key Performance Indicators (KPI)

The following KPIs will be used to assess the performance of the Event Coordinator:

• Event Satisfaction Score: Client feedback and surveys to measure the satisfaction level with event coordination, services provided, and overall experience
• Booking Conversion Rate: The percentage of site visits, inquiries, or tours converted into actual event hookings.
• Vendor and Supplier Management: Timely procurement of goods and services for events, including the ability to negotiate cost-effective contracts without compromising quality.
• Event Timeliness and Execution: Ability to coordinate events seamlessly. ensuring all elements are set up on time and according to plan.
• Marketing Engagement: Effectiveness in engaging with potential clients and building relationships with external stakeholders (event planners, wedding coordinators, suppliers).
• Revenue Generation: Achievement of targeted revenue from event bookings. upselling additional services (e.g., décor, photography, etc.), and customer retention.
• Brand Awareness and Promotion: Contribution to marketing efforts, including social media campaigns, email marketing, and public relations efforts to raise the venue's profile.

Qualifications and Skills

Qualifications:

• Education: Bachelor's degree in Hospitality Management, Event Planning, Marketing, or related field preferred.
• Experience: At least 2-3 years of experience in event planning or coordination, preferably in an al fresco, wedding, or hospitality-related environment and has a background in media advertising. 

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office and event management software.
• Ability to work under pressure and meet deadlines.
• Knowledge of local vendors, suppliers, and event-related services.
• Strong marketing acumen, particularly in digital marketing and social media management.

Working Conditions:

• The role requires flexibility, as events may occur on weekends and evenings.
• The position will be based at the venue but will require occasional travel to meet with clients, vendors, and partners.

Application Process

• Interested candidates should submit their resume and cover letter outlining their relevant experience and interest in the position.
• This role offers the opportunity to work in a dynamic and exciting environment, with significant input into the success of a new and innovative event venue. If you're passionate about creating memorable experiences and have a knack for event coordination, we encourage you to apply!

Job Type: Full-time

Benefits:

• Employee discount
• Staff meals provided

Schedule:

• 8 hour shift
• Flextime
• Holidays
• Weekends