Project Organizer and Planner

About Haya Events

Haya Events is a rising force in Qatar's events and conference management landscape. We specialize in delivering innovative, high-profile experiences for government entities and corporate clients, ranging from prestigious international summits and awards ceremonies to large-scale cultural festivals and public engagements. Our name, meaning "vitality" and "invitation," reflects our commitment to creating events that are not only flawlessly executed but also energetic, welcoming, and deeply aligned with Qatar's national vision.

Job Summary

The Project Organizer and Planner is responsible for planning, organizing, and coordinating conferences, exhibitions, and corporate events from concept to completion. The role ensures that all aspects of the event—including logistics, scheduling, vendors, and client requirements—are managed efficiently to deliver successful and high-quality events.

Key Responsibilities

1. Event Planning & Project Management

• Plan and organize conferences, exhibitions, seminars, and corporate events.
• Develop event concepts, themes, schedules, and project timelines.
• Coordinate all stages of event planning from initial proposal to final execution.
• Ensure projects are delivered on time, within scope, and within budget.

2. Coordination & Logistics Management

• Coordinate event venues, suppliers, contractors, and service providers.
• Manage event logistics such as stage setup, exhibition booth layout, registration areas, and signage.
• Oversee event setup, operations during the event, and dismantling after completion.

3. Client & Stakeholder Communication

• Communicate with clients to understand their event objectives and expectations.
• Provide regular updates to clients and management regarding project progress.
• Ensure all client requirements are implemented during the event.

4. Vendor & Supplier Management

• Source and negotiate with vendors such as decorators, AV technicians, catering services, printing companies, and logistics providers.
• Manage contracts and ensure services are delivered as agreed.

5. Budget Management

• Prepare and manage event budgets.
• Track expenses and ensure cost control throughout the project.
• Ensure financial efficiency while maintaining high event quality.

6. Team Coordination

• Coordinate with internal teams including sales, marketing, and operations.
• Supervise event staff, volunteers, and temporary workers during events.

7. Risk Management & Problem Solving

• Identify potential risks and prepare contingency plans.
• Handle unexpected issues during events and ensure smooth operations.

8. Reporting & Evaluation

• Prepare event reports and performance evaluations after project completion.
• Gather feedback from clients and participants to improve future events.

Qualifications

• Bachelor’s degree in Event Management, Business Administration, Marketing, or Hospitality Management.
• 3–5 years of experience in event planning, project management, or exhibition organization.

Required Skills

• Strong project management and organizational skills
• Excellent communication and coordination abilities
• Ability to manage multiple projects simultaneously
• Strong problem-solving and decision-making skills
• Attention to detail and time management
• Proficiency in Microsoft Office and event planning tools

Key Performance Indicators (KPIs)

• Successful delivery of events on time and within budget
• Client satisfaction levels
• Event quality and operational efficiency
• Vendor performance management
• Number of successful conferences and exhibitions organized

Why Join Haya Events?

• Impactful Work: Contribute to high-profile events that shape Qatar's cultural and professional landscape.
• Professional Growth: Be part of a dynamic, growing company with opportunities to develop your skills and portfolio.
• Collaborative Culture: Join a team that values creativity, mutual support, and excellence, as outlined in our workplace policy.
• Competitive Package: We offer an attractive compensation package commensurate with experience.

How to Apply

Please send your CV to ghada@haya-events.com & hayaeventsco@gmail.com with the subject line: "Application: Project Organizer and Planner"

Job Type: Full-time

Work Location: In person