Event Coordinator

End-to-End Event Planning & Execution

• Plan and execute various offline events in Cebu and other areas of the Philippines, including brand activations, promotional events, exhibitions, roadshows, product launches, corporate events, and customer events.
• Develop event concepts, proposals, timelines, budgets, and execution plans based on business objectives.
• Take ownership of the entire event process, from initial planning and preparation to on-site execution and post-event follow-up.
• Coordinate venues, event setup, equipment, materials, staffing, transportation, catering, and other event-related requirements.
• Ensure all event activities are completed on time and according to the agreed plan

Vendor Sourcing, Quotation & Negotiation

• Independently identify and contact local vendors and suppliers for event-related services.
• Request quotations, compare prices, negotiate terms, and select suitable vendors based on budget and project requirements.
• Manage vendors for event setup, venues, audio and lighting, printing, photography and videography, transportation, catering, gifts, staffing, and other services.
• Maintain good relationships with reliable local suppliers and continuously develop a local vendor network.
• Follow up with vendors on pricing, contracts, production, delivery, and on-site requirements.

On-site Event Execution

• Prepare detailed event run sheets, checklists, staffing plans, venue layouts, and contingency plans.
• Coordinate vendors, staff, guests, speakers, partners, and other stakeholders during events.
• Take responsibility for on-site setup, event flow, timing, equipment, materials, and overall execution.
• Quickly identify and solve unexpected issues during events.
• Ensure a smooth and professional experience for guests and participants.

Budget & Project Management

• Prepare and manage event budgets and track project expenses.
• Compare vendor quotations and identify cost-effective solutions without compromising event quality.
• Follow up on purchasing, invoices, payments, production, and delivery schedules.
• Ensure projects are completed within budget, on schedule, and according to quality standards.

Post-event Follow-up

• Organize event photos, videos, materials, vendor information, and expense records.
• Prepare post-event reports and summarize key results, feedback, and issues.
• Review event performance and provide recommendations for future improvements.
• Build and maintain a database of local vendors, quotations, event resources, and execution processes.