Membership Participation & Events Coordinator

Duties:

• Provide plans and sponsorship proposals for annual events such as flagship events, business breakfasts, full and half-day workshops, networking events, webinars etc.

➢ Event conceptualisation
➢ Identify potential partners & sponsors
➢ Meeting with identified partners & sponsors
➢ Drafting of proposals
➢ Securing sponsorships as per targets agreed upon
➢ Post event logistics
➢ Plot events on events calendar for the year

• Coordinate client event conceptualisation & execution according to type of event as mentioned above.

➢ Generate topics or source facilitators for events
➢ Identify potential clients, event partners or sponsors
➢ Meet with potential clients, event partners or sponsors
➢ Draft proposals for clients, event partners or sponsors
➢ Marketing of event needs to start 4 weeks before the event
➢ Invite needs to be designed for CRM and website purposes
➢ All JPEG, PDF and Publisher files of the invite, etc. needs to be saved on the Events Drive under the correct folder
➢ Continuous feedback needs to be given to the client on the event attendance, etc.
➢ Marketing through CRM, social media and personalised emails and targeted groups
➢ Events logistics including liaising with client/speaker and quotes for catering, AV, venue, photographer, etc.

• Marketing, PR & Sponsorship of Events Department

➢ Ensuring sufficient information is provided to Communications Department to develop marketing collateral and mailers
➢ Social Media – track responses to events posts and provide appropriate support
➢ Infocom – key highlights of events and upcoming important events with write-up, photos and testimonials to be shared with Communications Department
➢ Cross Departmental Marketing – liaise with other departments on marketing initiatives
➢ Marketing of services through email signature icons – links to
website
➢ Schedule targeted visits to members to promote sponsorships, understand their needs and encourage greater participation
➢ Develop a targeted sponsorship schedule to reduce member fatigue

• Coordination of Corporate Partner benefits uptake

➢ Coordinator looks after Silver, Gold and Platinum portfolios
➢ Email corporate partners at beginning of the year outlining the benefits for the year
➢ Track corporate partners and what benefits they are taking up

• Coordination of monthly reports and logistics

➢ All attendance registers need to be finalised the day after the event has taken place and all attendance registers for the month needs to be updated by the 28th of every month. This is needed for the monthly report
➢ Monthly financial report on events to be handed in on date as specified by Finance Manager
➢ Capturing of RSVP’s – continuously
➢ Update invoice details on attendance register
➢ Update budget figures at the bottom of attendance register
➢ Set-up of boardroom done the day before the event

Requirements:

• Matric/Grade 12
• Formal relevant qualification
• At least 2-3 years' experience in a similar role