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Events Executive
Istanbul, Turkey
As an Event Executive, you will manage various aspects of event planning and execution. Your responsibilities include a mix of administrative, creative, and logistical tasks to ensure that events run smoothly and meet the objectives of clients or the organization.
Event Planning & Coordination:
- Conceptualization: Brainstorm and assist in developing the overall theme, concept, and format of the event.
- Budget Management: Develop and manage event budgets, ensuring expenses stay within limits while delivering the best quality service.
- Scheduling & Timelines: Create detailed event timelines, including deadlines for vendors, internal teams, and other stakeholders.
- Vendor Management: Source and liaise with vendors for services such as catering, audiovisual, venue booking, decorations, etc.
- Venue Selection: Research, select, and book event venues that fit the event's size, style, and budget.
- Logistics: Oversee transportation, accommodation, and other logistics for speakers, guests, or performers.
Communication:
- Client Liaison: Communicate regularly with clients to ensure their vision and expectations are met.
- Team Coordination: Work with internal teams (marketing, design, sales, etc.) to coordinate event materials and marketing initiatives.
- Stakeholder Management: Coordinate with sponsors, partners, and media to ensure alignment and support for the event.
Marketing & Promotion:
- Event Promotion: Assist in creating promotional strategies, including social media campaigns, email marketing, and partnerships with influencers or sponsors.
- Ticket Sales/RSVP Management: Oversee ticket sales, registration, and guest list management.
- Branding: Ensure the event's branding aligns with the client’s goals and that it is consistently communicated through all channels.
- Gathering a database of potential clients and updating the existing database.
On-Site Event Execution:
- Event Setup: Supervise the set-up and dismantling of the event space, including decorations, signage, and vendor deliveries.
- Problem-Solving: Handle unexpected issues that arise on-site, from equipment failures to guest requests, ensuring minimal disruption.
- Guest Management: Manage guest arrivals, check-ins, and ensure that attendees have a smooth and enjoyable experience.
- Program Coordination: Ensure that the event runs according to schedule, including managing speakers, performances, or other scheduled activities.
Post-Event Duties:
- Feedback Collection: Gather feedback from attendees, clients, and vendors to evaluate event success and identify areas for improvement.
- Reporting: Prepare post-event reports detailing key performance metrics, financial breakdowns, and any lessons learned.
- Follow-ups: Send thank-you notes to participants, vendors, and guests, maintaining good relationships for future events.
Administrative Tasks:
- Documentation: Keep records of contracts, invoices, and other event-related documents.
- Compliance: Ensure all event logistics comply with legal, health, and safety regulations.
- Team Support: Support senior event planners or managers with any administrative work as needed.
Creativity & Innovation:
- Innovative Ideas: Suggest new ideas to make the event unique and memorable.
- Trend Awareness: Stay updated on event trends and incorporate new technologies or designs into the event.
Qualifications:
- Strong organizational skills and attention to detail.
- Excellent communication abilities to liaise with clients, vendors, and teams.
- Ability to handle stressful situations and multitask effectively.
- A creative mindset with a knack for problem-solving.
- Experience in budget management and financial planning.
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