Event Coordinator

Company Name: Henny & Tseirp Consult

Job Description:

The Event Coordinator is responsible for ensuring the smooth execution of the event on-site. Their role involves managing logistics, ushering guests, distributing event materials, coordinating with team members, and ensuring that the event runs on schedule. The coordinator serves as the point of contact for staff, vendors, and attendees, ensuring a seamless experience.

Key Responsibilities

1. Ushering – Guests and Student Management

• Welcome and direct guests and students upon arrival.
• Guide attendees to their designated seating or areas.
• Assist VIPs, speakers, and special guests with their specific needs.
• Address guest and student inquiries and provide necessary information.
• Ensure smooth crowd movement and manage entry and exit points.

2. Document & Material Distribution

• Distribute event programs, brochures, name tags, and other materials.
• Ensure that all necessary documents are available at the registration desk.
• Provide necessary kits, handouts, or promotional materials to attendees.
• Keep track of distributed items and manage stock levels.

3. Time Management & Schedule Adherence

• Monitor the event timeline and ensure activities are executed as planned.
• Communicate with committee members, speakers, and students to ensure punctuality.
• Notify relevant teams (AV, catering, students) of upcoming segments.
• Manage transitions between sessions, ensuring minimal delays.
• Keep track of breaks, networking sessions, and mealtimes.

4. Coordination with Other Team Members

• Work closely with committee members, ushers, catering, and technical teams.
• Relay last-minute instructions or changes from the event manager.
• Ensure effective communication between different teams using radio or mobile devices.
• Assist in troubleshooting any on-site issues promptly.
• Support vendors and suppliers in setting up and maintaining their designated areas.

5. Venue and Logistics Oversight

• Perform a final check of the venue setup before the event starts.
• Ensure all signage, banners, and branding materials are correctly placed.
• Monitor seating arrangements and make adjustments if needed.
• Ensure proper lighting, sound, and audiovisual setups are functioning.
• Work with the catering team to ensure a smooth meal and refreshment service.

6. Emergency Handling & Problem-Solving

• Be prepared to handle any unexpected challenges (delays, technical issues, crowd control).
• Assist in emergency situations by following safety protocols.
• Maintain direct communication with venue management for any urgent needs.

Work Conditions

• Must be on-site throughout the event duration.
• May require standing, walking, and moving materials.
• Flexible hours, including early mornings, late evenings, and weekends.

Job Type: Full time

Job Posted: 16th April 2025