You are:
With minimum 8 years of experienced in corporate Event Management, self-driven, highly motivated, value environmental respect and you are excited by success. You see yourself as a business partner, pragmatic, and solution oriented. You enjoy result driven, dynamic, and creative environment. You want to make a difference in a human-sized company.
Your duties include working alongside the Global Director of Events and Project Managers to ensure that the event lifecycle exceeds customers’ expectations – from the development of the concept and offer writing, to the negotiation of offers, project back office support,
execution of the event and post-event debrief.
GENERAL TASKS:
â–ª Identify new business opportunities and represent the brand in Singapore and APAC region.
â–ª Develop event concept / strategies, bid writing & effectively present proposals to client.
â–ª Lead sale discussions & participate in the elaboration of proposals/offers.
â–ª Develop a detailed event production plan, including timelines, budgets, and resources
needed, develop presentations.
â–ª Effectively communicate and translate client goals and expectations to the creative team, ensuring alignment with the project vision and adherence to deadlines.
â–ª Negotiate with vendors and suppliers to secure the best pricing and terms.
â–ª Follow up with potential customers to schedule an appointment
â–ª Support the Director of Events in attaining meeting/sales targets
â–ª Review and analyze client Requests for Proposal (RFPs) to identify key objectives, requirements, and deliverables, ensuring timely preparation and submission of proposals.
â–ª Manage budgets, negotiate on prices with suppliers and keep within event costs
â–ª Understand and lead discussions on Virtual & Hybrid solutions
▪ Attend clients’ briefing and proposal presentation when required
â–ª Assist with back office/support of event organization
â–ª Manage technical requirements, event logistics, RSVP, hospitality platform, project office
â–ª Coordinate and follow up with client and suppliers to execute the event according to
planitswiss and Swiss quality standards respecting events timeline/deadline and budget
â–ª Organize and assist with post event debriefing
â–ª Produce reports upon completion of events and debriefings in order to compile
information about event procedure, best practices, event figures, performance evaluation,
clients’/guests’ feedback and areas of improvement
â–ª Update and maintain corporate CRM/database on a daily/weekly basis
EVENT PRODUCTION MANAGEMENT
1. Initial Planning:
• Understand the client's goals, objectives, and requirements for the event.
• Develop a detailed event production plan, including timelines, budgets, and resources
needed.
2. Budget Management:
• Create and manage the event budget, including cost estimates, expenditures, and
revenue projections.
• Negotiate with vendors and suppliers to secure the best pricing and terms.
3. Venue Selection and Logistics:
• Scout, select, and book suitable event venues.
• Coordinate logistical details, such as seating arrangements, stage setup, lighting, and
sound requirements.
• Ensure compliance with local regulations and permits.
4. Vendor and Contractor Coordination:
• Hire and manage various vendors and contractors, such as caterers, audiovisual teams,
decorators, and security services.
• Oversee contract negotiations, scheduling, and quality control.
5. Team Management:
• Assemble and lead an event production team, including production assistants, technical
crew, and support staff.
• Delegate tasks, set priorities, and ensure that everyone is working cohesively.
6. Technical Production:
• Manage technical aspects of the event, including audio, lighting, and video production.
• Oversee equipment setup and testing to ensure a seamless event experience.
7. Scheduling and Timelines:
• Create and maintain detailed event timelines to ensure that all activities happen
according to plan.
• Anticipate and address potential scheduling conflicts or delays.
8. Risk Management:
• Identify potential risks and develop contingency plans to mitigate them.
• Ensure the safety of participants and attendees during the event.
9. Registration and Ticketing:
• Set up and manage registration and ticketing systems if applicable.
• Monitor attendee registration and ticket sales.
10. On-Site Coordination:
• Be present at the event to oversee setup, execution, and breakdown.
• Handle any unexpected issues that may arise during the event.
11. Communication:
• Maintain clear and consistent communication with clients, vendors, and the event team.
• Provide regular updates and progress reports to all stakeholders.
12. Post-Event Evaluation:
• Conduct a post-event analysis to assess the event's success and gather feedback from
clients and attendees.
• Evaluate the financial performance and overall execution of the event.
13. Documentation:
• Maintain detailed records, including invoices, contracts, and all event-related
documentation.
• Create a post-event report for the client and for future reference.
CREATIVE PRODUCTION MANAGEMENT
1. Theme Development: Collaborate with the event designer or creative team to develop
and execute a creative theme or concept for the event. This may involve brainstorming
ideas, selecting color schemes, and creating a cohesive visual and experiential
concept.
2. Set and Stage Design: Work with set and stage designers to ensure that the visual
elements of the event, including backdrops, props, and stage decor, align with the
chosen theme and create an aesthetically pleasing and immersive atmosphere.
3. Visual Content: Work with graphic designers and multimedia teams to develop visual
content, including videos, animations, and presentations, that enhance the event's
storytelling and engage the audience.
4. Interactive Experiences: Develop and coordinate interactive elements or experiences
that engage attendees and create memorable moments, such as photo booths,
interactive exhibits, or gamification.
5. Scripting and Storytelling: Contribute to the scripting and storytelling aspects of the
event, particularly for scripted presentations, awards ceremonies, or scripted segments within the event.
6. Innovative Technology: Explore and implement cutting-edge technology, such as
virtual or augmented reality, holograms, and interactive displays, to add a creative and
futuristic dimension to the event.
7. Audience Engagement: Create strategies for engaging the audience through creative
audience participation activities, contests, or interactive voting.
8. Sponsor and Brand Integration: Develop creative ways to incorporate event sponsors
and partners into the event's creative elements, ensuring a seamless integration that
enhances the overall experience.
Your perks
• Multicultural and inclusive work environment.
• Dynamic and stimulating company where everyone has a say
• Flexible and result driven management
• Cross training & attractive career opportunities
• Bonuses based on the company’s results
• Paid personal project every 3 years with 2 weeks additional holidays
We are:
Headquartered in Switzerland with regional offices in Singapore, France, Rwanda, Kenya, South-Africa and China, planitswiss is part of a group offering a variety of innovative event solutions worldwide, from the exclusive design and production of your events in person or via streaming, to the rental of equipment for your events. With the opportunity to bring thousands of customers into our world of creativity, planitswiss is ready to reshape the future of meetings, public and corporate events.
Has this opportunity triggered your interest? Send us your CV with references and motivation letter by email to [email protected] (please indicate the job position you are applying for in the subject of the email).
