Responsibilities:
- Plan, coordinate, manage and execute all types of events, ensuring and overseeing the events run smoothly and successfully.
- Oversee and manage the Event Technicians on site for all the events and update all the event details. This includes the regular management meeting.
- Ensure the application request or enquiry for event booking meet event guidelines before confirming the event with hirers and assist to bring interested parties on site show rounds.
- Process application bookings, compute costing and ensure all the application forms, Letter of Offer and Letter of Acceptance and payment have been made before the event date. This includes but not limiting to meetings with Hirers to finalise the event details and logistics, updating Event Manager of all the confirmed events and sending out information to the relevant parties before the event.
- Communicate and gather information with internal or external hirers to understand the event objectives, requirement and budget costing of the event. Coordinate and work with the event timeline to ensure events are well-organised. This includes but not limiting to the selection and booking of venue, coordinating logistics for setting up and reinstating of the venues and liaising with respective teams on the time and route for attendance of VIP if any.
- Adhere to the Event Manager’s planned schedule activities or event work flow and ensure the Event Technicians follow before and during events. This includes oversee and coordinate the Event Technician during the event, ensuring the Event Technician work as per scheduled and work as a team.
- Coordinate all logistic aspects of the event and technical set-up, which would include mobile generator, mobile toilets, tables and chairs, extra lighting, stage, backstage props, banners, signage, decorations, audio visual equipment, etc., and in helping to shift and arrange training props and furniture. This includes any light, projector and sound check during rehearsal and/or before the event day itself.
- Liaise with hirers to ensure their vendors follow house rules (e.g. change pass at Security counter, etc) during the set-up and reinstatement of the venue. This may include of pre and post event handing and taking over of the event.
- Work closely with the Zone Managers and Housekeeping Executive to ensure the venue is in clean and good condition. To have internal and/or joint inspection at least a day before the event and on the event day itself.
- Work closely with all parties and pay attention to details for the overall event process, identifying potential issues or faults and finding practical solutions to overcome them during event. Should there be any urgent attention or emergencies, he is able to address and report to Event Manager and RP immediately. This includes assigning the team members to rectify at the soonest possible and submit the report after rectification of the fault
- Gather feedback from hirers and follow up with all the requests and address any issues that may arise from the events. The feedback and issues have to be updated to Client with follow up actions or recommendation.
- Ensure compliance and good practice of the health and safety regulations related to event activities and equipment used for the events.
- Keep records, generate reports (on the events carried out, consolidated calculation of monthly, quarterly and yearly rentals, venue utilisation and problems encountered) and any document of event-related activities. The reports need to submit to RP on a monthly basis.
- Look for continuous improvement in the event management process and giving the hirer a good experience of renting RP’s venues. Implementing best practices or new technology to enhance the overall hirer’s experience and functionality of venue spaces.
- Undertake any other related duties stipulated by Client
Requirements
- Diploma in Event Management, Media Management Mass Communication, Event Marketing, Performance Production or WSQ Diploma in Event Management or equivalent, with minimum three (3) years of relevant working experience in event planning and management; OR
- Higher Nitec/Nitec in Event Management, Media Management Mass Communication, Event Marketing, Performance Production or WSQ Diploma in Event Management or equivalent, with minimum three (5) years of relevant working experience in event planning and management;
- Good computer skills and fully competent in MS Office software.
- Good writing, interpersonal and communication skills, service oriented and ability to work independently.
- Multi-tasking ability to handle internal and external events.
- Good knowledge in AV and Sound system and coordinating skills to manage all the events and set-ups.
