Freelance Event Coordinator

3 months ago


الرياض, Saudi Arabia MENA Speakers Full time

**Job Title: Freelance Event Coordinator**

**Location**: Remote + On-site (Physical presence mandatory during event dates)

**Key Responsibilities**:
**Pre-Event Deliverables**:

- **Client Interaction**: Attend calls with clients to understand their needs and provide updates, ensuring clear communication and alignment with expectations.
- **Program Development**: Assist in the development of main stage and workshop/networking sessions, ensuring alignment with provided themes and topics.
- **Talent Sourcing**: Support the sourcing of speakers, MCs, moderators, and facilitators, and manage their payment if applicable.
- **Speaker Communication**: Manage communication with speakers, including sending official invitations, conducting phone calls, and providing session and logistics briefs.
- **Resource Coordination**: Act as a liaison between the Agency, clients, and other resources, ensuring smooth collaboration and alignment with agreed terms.
- **Project Support**: Fully understand the deliverables required by the Agency and assist with any project-related needs throughout the project duration.
- **Contract Management**: Assist in drafting, reviewing, and managing contracts with speakers, vendors, and other third parties.
- **Logistics Planning**: Work closely with the logistics team to ensure all event materials, equipment, and resources are in place and meet client expectations.

**Event Day Deliverables**:

- **On-Site Presence**: Be available on-site during all event dates to oversee activities and ensure smooth execution.
- **Speaker Coordination**: Manage speaker arrivals and departures, and serve as a speaker attaché to facilitate their experience at the venue.
- **Event Management**: Welcome speakers upon arrival, escort them to dedicated areas, and coordinate their showtime/on-stage time with the Stage Managers.
- **VIP/Protocol Management**: Handle VIP and protocol arrangements as needed, ensuring a seamless experience for high-profile attendees.
- **Crisis Management**: Be prepared to handle any unexpected issues or last-minute changes, ensuring the event runs smoothly.

**Post-Event Deliverables**:

- **Reporting**: Assist in the preparation and submission of the post-event report, summarizing key outcomes and feedback.
- **Debriefing**: Participate in post-event debrief sessions with the team to evaluate the event’s success and identify areas for improvement.
- **Feedback Collection**: Coordinate the collection of feedback from clients, speakers, and attendees to gather insights for future events.

**Qualifications**:

- Proven experience in event coordination or a similar role.
- Excellent communication and organizational skills.
- Ability to work independently and manage multiple tasks simultaneously.
- Flexibility to work on-site during event dates.
- Strong problem-solving skills and attention to detail.
- Experience working with speakers, MCs, and facilitators is a plus.

**Job Type**: Contract
Contract length: 3 months

Pay: Up to ﷼6,000.00 per month

Application Deadline: 02/09/2024



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