Position Summary:
The Event Services Coordinator will play a crucial role in planning, organizing, and executing a variety of academic events, including conferences, symposia, workshops, and seminars. This position requires a high degree of organizational skill, attention to detail, and the ability to work collaboratively with faculty, staff, and external partners to ensure successful and impactful events.
Key Responsibilities:
Event Planning and Coordination:
- Collaborate with faculty and department heads to understand event objectives and requirements.
- Develop comprehensive event plans, timelines, and checklists.
- Coordinate logistics, including venue selection, catering, audio-visual needs, and transportation.
- Ensure compliance with university policies and procedures.
Speaker and Program Management:
- Liaise with speakers, presenters, and panelists to coordinate schedules, travel arrangements, and presentation materials.
- Prepare and distribute detailed event schedules and session information.
- Assist with the preparation and review of event materials such as programs, abstracts, and proceedings.
Registration and Attendee Management：
- Oversee the development and maintenance of online registration systems.
- Manage attendee communications, including confirmations, reminders, and post-event follow-ups.
- Handle on-site registration and check-in processes.
Marketing and Promotion:
- Work with the Publicity Chair to develop and execute marketing strategies to promote events.
- Manage event-related content on the university website and social media platforms.
- Coordinate the design and distribution of promotional materials, including flyers, posters, and email campaigns.
Vendor and Partner Relations:
- Identify and negotiate with vendors for services such as catering, audio-visual equipment, and printing.
- Establish and maintain relationships with sponsors, exhibitors, and other partners.
On-Site Event Management:
- Provide on-site support during events to ensure smooth operation.
- Coordinate with volunteers and staff to manage event logistics.
- Troubleshoot any issues that arise during the event.
Post-Event Activities:
- Conduct post-event evaluations to gather feedback from attendees, speakers, and partners.
- Prepare and present post-event reports to stakeholders.
- Assist in the development of strategies for improving future events.
Budget and Financial Management:
- Assist in the preparation and monitoring of event budgets.
- Ensure all expenses are tracked and reported accurately.
- Work with the Treasurer to manage financial transactions related to events.
Qualifications:
- Education: Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field. Master’s degree preferred.
- Experience: Minimum of 02 years of experience in event planning and coordination, preferably in an academic or non-profit setting.
