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Events & Entertainment Coordinator (CPT)

Events & Entertainment Coordinator (CPT)

Scorpex RecruitmentCape Town, Western Cape, South Africa
3 days ago
Job description

Overview

Events & Entertainment Coordinator (CPT)

Qualifications & Experience

  • Grade 12
  • Diploma in Marketing
  • 3 – 5 years’ experience in the entertainment industry
  • Exposure in the gaming industry is preferred
  • Ability to travel locally
  • Ability to work shifts that meet operational requirements
  • Valid Driver’s Licence

Responsibilities

  • 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 (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.

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    Event Coordinator • Cape Town, Western Cape, South Africa