Event Coordinator (Part-Time / Contract)

About the Role

AI Policing AI is a curated, high-trust event series bringing together decision-makers in AI governance, compliance, and responsible deployment.

We’re looking for a highly organised, calm, and proactive event coordinator who can take ownership of end-to-end event operations — coordinating speakers, venues, guests, designers, and on-ground logistics so the event runs smoothly without chaos.

This is not a marketing role and not a junior admin role.

It’s a coordination role that rewards clarity, follow-through, and good judgement.

What You’ll Be Responsible For

1. Event Operations & Logistics

• Coordinate with venues (availability, booking, payments, parking, access passes)
• Liaise with caterers, photographers, videographers, and on-ground staff
• Ensure setup requirements (seating, stage, screens, signage) are communicated and confirmed
• Manage event-day flow and timelines

2. Speaker & Panelist Coordination

• Send speaker, panelist, moderator, and keynote invitations
• Assign speakers to agenda segments
• Share agendas, timelines, and expectations clearly
• Collect speaker details, bios, headshots, and presentation needs
• Schedule prep calls and follow-ups where required

3. Guest & Attendee Management

• Coordinate guest lists (VIPs, speakers, invite-only attendees)
• Maintain attendee database (Google Sheets or similar)
• Support event listings (Luma, Ignyte, DFF, etc.)
• Manage pre-event, reminder, and post-event communications
• Share parking details, QR codes, and access instructions

4. Content & Design Coordination

• Coordinate with graphic designers for:
• Event posters
• Speaker announcements
• LinkedIn visuals
• On-site slides
• Ensure assets are delivered on time and shared with the right stakeholders
• Coordinate distribution of content to speakers for sharing

5. Platform & Community Coordination

• Support LinkedIn announcements and speaker amplification
• Coordinate WhatsApp community messages (pre-event and post-event)
• Share post-event highlights, photos, and recap content
• Assist with follow-up communications and community nurture

6. Process & Execution Excellence

• Track tasks and deadlines using Trello
• Follow up consistently until tasks are completed
• Flag risks early (speaker delays, venue issues, missing assets)
• Keep everything running quietly and professionally in the background

What We’re Looking For

Must-Have Skills

• Strong organizational and coordination skills
• Clear written and verbal communication
• Comfortable working with multiple stakeholders at once
• Calm under pressure; solutions-oriented
• Excellent follow-up and attention to detail

Nice to Have

• Experience coordinating events, conferences, or community meetups
• Familiarity with tools like Trello, Google Sheets, Luma, WhatsApp groups
• Experience working with speakers, founders, or senior professionals
• Understanding of professional / high-trust event environments

Working Style & Expectations

• You don’t need to “sell” anything — just coordinate cleanly
• You’re expected to take ownership, not wait for instructions on every step
• You keep things moving, remind people politely, and close loops
• You respect confidentiality, professionalism, and tone

Role Details

• Type: Part-time / Contract (per event or monthly)
• Location: Remote + on-ground support during events (Dubai)
• Commitment: Higher intensity in the 2–3 weeks before each event
• Reporting to: Founder / Event Lead

Digidot is a 10-year-old group of companies operating at the intersection of digital strategy, technology, and execution.

Over the past decade, Digidot has worked with organizations across healthcare, technology, and regulated industries, helping them navigate complexity, scale responsibly, and execute high-stakes initiatives without chaos.

What began as a digital-first services company has evolved into a broader ecosystem that now includes:

• AISFY.ai – an AI execution and governance platform
• Digidot Events – a curated events and community arm focused on high-trust, high-signal gatherings
• AI Policing AI (Community) – a flagship event series bringing together decision-makers shaping AI governance, compliance, and deployment
• Digidot Marketing Services - specializing in SEO, AIO, and AEO.

Digidot is known for:

• Calm, structured execution
• Respect for regulated environments
• High standards of accountability
• Long-term thinking over short-term hype

We don’t build noise.

We build systems, communities, and outcomes that last.

Job Type: Part-time

Pay: Rs30,000.00 - Rs50,000.00 per month

Expected hours: 4 per week

Work Location: In person