EVENTS AND ENTERTAINMENT CO-ORDINATOR

Main purpose :

To oversee the planning, coordination, and delivery of an extensive portfolio of complex entertainment and events, including performances, suppliers, artists, entertainers, and related activities. The role is dedicated to delivering a world-class entertainment experience that enhances the brands reputation, strengthens its public image, and positions the company as the entertainment establishment of choice.

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 Drivers License

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