Event Manager

 

Description:

Flagship Events is an established events management company in the Middle East & the Indian Subcontinent specializing in Meetings, incentives, conferences, exhibitions (MICE). We own market leading products in the shipping and maritime industry under the brand name 'The Maritime Standard.’

We are looking for an experienced and creative Event Manager to join our team. You will be responsible for organizing and coordinating conferences, seminars, exhibitions, gala dinners, as well as networking receptions and corporate incentive trips.

Event Manager Job Responsibilities:

Event Budgeting-

Conduct short- and long-term planning and management for events.

Develop and recommend the budget, marketing plans, and objectives and manage within those approved plans.

Track the overall even expenses regularly, stay within the budget

Prepare LPOs, obtain tax invoices from suppliers.

Send out tax invoices to sponsors in a timely manner.

Compliance-

Obtain all event permits & licenses from Government entities within the country/state to officially run the events.

Obtain speaker, entertainment, MCs, celebrity performance permits from Government entities.

Make sure that insurance, legal, health and safety, security guidelines & obligations are followed.

Make sure that all ticketing and delegate registration regulations are complied with.

Venue Management-

Research venues, hotels, caterers, suppliers, decorators, and contractors, then negotiate prices and hire.

Select the appropriate menu based on event type.

Brief and manage the F&B team

Vendor Management-

Look for and compare different vendors (production companies, entertainers, printers, hostesses, photographers, videographers etc.).

Negotiate with vendors to achieve the most favourable terms.

Inspect the items delivered by vendors (exhibition stands, event signage, banners, trophies, gifts, lanyards, badges etc)

Event Marketing

Recommend, develop, and implement effective marketing plans for generating event revenues.

Create the event marketing calendar and executes marketing campaigns including email marketing, press conferences, and a range of digital and social media content.

Tracking effectiveness of the marketing campaigns

Liaise with clients to find out their exact event requirements.

Ensure clients brand visibility pre, during & post the event

Assemble creative and innovative event attractions

Lead promotional activities for the event

Event Documentation-

Produce & follow detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets)

Prepare briefing notes & brief for sponsors, speakers, MCs, stage artists, staff, hostesses etc.

Prepare briefing notes & brief production companies, AV teams, photographers, videographers, hotels, caterers etc.

Event Guest list management, invitations & RSVP management

Event Logistics-

Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel). Approve all aspects before the day of the event.

Manage all pre-event planning, organising guest speakers and delegate packs.

Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget.

Carefully oversee event happenings, coordinate all operations, offer solutions to resolve problems in a timely manner

Organise facilities for car parking, traffic control, security, first aid, hospitality, and the media.

Hospitality & Travel- ensure that air tickets, visas, transport and/or hotel are booked on time.

Ensure event is completed smoothly and step up to resolve any problems that might occur.

Oversee the set-up of the event at the venue. As well dismantling of the event and clear the venue efficiently.

Staff Management-

Hires, trains, and oversees personnel, manages a team of staff, gives full staff briefings.

Be in charge of hiring personnel, hostesses, security etc.

Supervise all staff & vendors

Post event-

Produce post-event evaluation report

Obtain edited photos & videos as per the brief given to the vendors

Post event marketing & PR