SUMMARY:
Events & Entertainment Coordinator (CPT)
POSITION INFO:
Minimum requirements (Qualifications & Experience)
Grade 12
Diploma in Marketing
3 – 5 years’ experience in the entertainment industry
Exposure in the gaming industry is preferred
Work conditions and special requirements
Ability to travel locally
Ability to work shifts that meet operational requirements
Valid Driver’s Licence
Duties and responsibilities include:
Events / Entertainment Planning
Have an up-to-date understanding of facilities and products available for events
Update the events calendar
Attend pre-event meetings and work with client to understand their event / entertainment requirements
Offer solutions inline with specifications and client requirements aligned to the technical rider and event plan
Use any opportunities to upsell on the event
Co-ordinate logistical arrangements as per itinerary i.e transport, accommodation, food & beverage, etc
Track client billing instructions against the deal sheet for each event
Compile event info sheets and distribute to relevant stakeholders and departments
Ensure all marketing elements are inline with the brand CI guidelines
Resolve any problems and queries in accordance with contract stipulations, and escalate when required
Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the
relevant departments.
Events / Entertainment Delivery
Compile the running order schedule to accurately reflect client requirements
Ensure all event contract details are accurately captured and inputted onto the approved contract
template in M-Files, maintaining compliance and consistency.
Check that the venue set up meets technical and client requirements
Co-ordinate backstage/venue/entertainer/crew deliverables as per production schedule
Perform regular venue checks and escalate faults to Maintenance or IT for prompt action
Communicate regularly with relevant stakeholders, inform client or relevant departments of potential
problems, changes, and additions to technical resources
Conduct all entertainment checks at least one hour before event starting time
Escalate any issues / challenges being experienced
Update any final amendments to function sheets and ensure the distribution to all relevant stakeholders
Complete post event administration including event information documents, arena attendance figures
and billing.
Store and secure operating and entertainment equipment in line with the standard operating procedure.Stakeholder Engagement
Communicate with clients to understand their needs, event opportunities, as well as any challenges
encountered during the planning and co-ordination of the event.
Collaborate with suppliers and contractors to secure event requirements, driving cost-effective solutions
within the approved budget Liaise with suppliers in design and delivery of the entertainment / event requirements
Liaise with multiple departments in the co-ordination and execution of entertainment events including
F&B, security, gaming, marketing,etc.
Liaise with marketing management to evaluate the post-mortem of the event.
