Events & Conference Manager
The Change Initiative
Total years of experience :6 years, 1 Months
Manage a team to execute large, complex, multi-day events with elements such as parallel conferences, workshops and breakout sessions and associated social functions.
Plan and prepare detailed events plan in accordance to client requirements.
Managing events from initial ideas through to staging of events including preparation of sponsorship contracts, vendor contracts and invoices etc.
Catering and set up requirements
Produce standard procedures and checklists for the management and delivery of events
Organize a promotional event to wine new and repeat business
Financial projections against income and cost budget
Liaise with Café staff and store staff on regular basis to deliver the events & create attractive programs of events.
Administration of all commercial hire inquiries including receiving sales calls, advising potential clients of availability and fulfilling client information requirements
To market and sell TCI as a unique and viable proposition as a venue for Corporate Hospitality, Banqueting and Seminars.
Developing and implementing detailed Commercial Sponsorship strategy
Preparing commercial proposals in order to generate income
Identifying suitable sponsors for the TCI events & programmes and keeping them updated.
Agreeing marketing and sponsorship opportunities with the Marketing team.
Negotiating sponsorship packages in consultation with the above and drawing up contracts.
Managing sponsorship agreements from inception to completion including site visits prior to event.
Preparing quotations and pitches for potential clients, conduct sales visits, following up sales visits and pitches in order to convert potential clients to confirmed and contracted status
Developing and expanding on the existing and new sponsor’s clientele like: Ecover, Ulster Weaver, Akzonobel, Lucibel, Interface, Jotun Paints, Down to earth organic, Bokashi Bin etc.
Acting as a prime source of contact and spokesperson at events.
Providing client contact and ensuring all arrangements are met and contracted obligations are fulfilled on the day of the event.
Appointing temporary staff, based on event requirement, to assist with the implementation of responsibilities as needed.
Proposed actions and response to the analysis of the event; and liaise with:
The finance team to reconcile payments & resolve financial matters; and
The marketing team to publicize proceedings and prepare news releases.
Progress against the monthly plan and implement action plans to address any shortfalls.
Assist in preparing variety of publications, materials, and programs for events.
Liaising with Design & Marketing Manager in creation of commercial print and advertising
Creative use of web-based communication systems like Facebook, Twitter, Instagram etc.
Organize and administer execution of all project goals & ensure objectives are met with set standards.
Deliver excellent client service to PartyOnTours.com group elite/primary partners. Ensure client interest are met. Track and maintain budgetary responsibilities.
Conduct detailed risk assessment of each event.
Lead on delivering all commercial rights in relation to the sponsor’s contract at the events
Monitor the progress and scheduling of individual and team projects. Identify team members with appropriate skills required to execute the plan.
• Generate and send out official Guest invitations for Industry and Media Guests and other special guests as invited by Executive using DIFF Database, DataKal.
• Ensuring Airline Coordinator and Hotel Coordinator has all the relevant information for ticketing of guests, dates of stay, including visa requirements.
• Distribution of pre travel information and confirmation to guests.
• Facilitate all special arrangements and requirements while the guests are is in Dubai.
• Liaising and working any way necessary with other DIFF teams to ensure smooth operation of DIFF
• Provide a post- festival report with feedback before the end of contract.
• Plan, co-ordinate and execute events like: Terry Fox Run, Halloween Celebrations, York Idol, Charity drives, movie nights, etc.
• Prepare detailed reports like: Event Plan, Pre-Post media reports, Pre- Post Event Budget reports & action plans for different aspects of the event. Prepare contingency plans and be equipped to execute them.
• Create blueprints which included but were not limited to layout, themes etc and written descriptions for the design of various aspects of the events, which precisely detailed all aspects of the event
• Ensuring the flow of resources among different coordinators during the planning and execution.
• Effectively ensure smooth execution of logistics.
• Actively support the Marketing and Sponsorship Managers in integrating any new partner organizations as required into the Sales and Marketing department.