Event Coordinator

4 weeks ago


Halifax, Nova Scotia, Canada Halifax Tower Hotel Ltd. Full time
Job Title: Event Coordinator

We are seeking an experienced Event Coordinator to join our team at Halifax Tower Hotel Ltd. The successful candidate will be responsible for coordinating and managing events, conferences, and meetings.

Key Responsibilities:
  • Develop risk management plans and emergency security plans
  • Promote conference and meeting services or special events
  • Inspect and select sites for events
  • Develop marketing and communication plans
  • Recruit, hire, and supervise staff and/or volunteers
  • Prepare, present, and manage budgets
  • Develop financial procedures
  • Develop sponsorship, partnership, or fundraising programs
  • Review bids and negotiate costs
  • Determine requirements for hospitality services, signage, multi-media equipment, printing, and other technical services, and arrange for and manage contracts for these services
  • Arrange for production or purchase of promotional products
  • Arrange for shipping, receiving, and storage
  • Assist in budget preparation
  • Assist in site selection and attend to related details
  • Co-ordinate and monitor conference and meeting activities and attend to related details
  • Co-ordinate media services
  • Co-ordinate set-ups, staging, seating, parking, communication systems, and other details for special events
  • Confirm and co-ordinate speakers
  • Implement registration systems
  • Implement social programs, food and beverage, transportation, and other services
  • Set up and monitor, or arrange for the setting up and monitoring of multi-media equipment
  • Plan and arrange for accommodation and transportation services
  • Plan and arrange for trade shows and exhibits
  • Plan schedules, goals, and objectives
  • Develop registration systems and information materials
  • Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations, etc.)
  • Research and design special events programs
  • Plan for VIP arrangements
  • Book facilities for office personnel
  • Plan for traffic and crowd control and security
  • Plan for social events and guest programs
  • Develop policies and procedures and attend to other management responsibilities
  • Prepare final financial and other reports
  • Manage Event Logistics
  • Plan and oversee Webinars
  • Identify human resources requirements
  • Develop and implement business plans

Requirements:

  • 5-10 years of experience in event coordination or a related field
  • Excellent communication and organizational skills
  • Ability to work under pressure and meet deadlines
  • Knowledge of Google Docs, database software, and MS Office
  • Ability to work in a fast-paced environment
  • Physical stamina to work long hours and travel

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