Director of Event Services

Job Summary:

The Event Director is responsible for overseeing the planning, coordination, and execution of FUTR events from concept to completion. This role requires strong leadership skills, a deep understanding of event logistics, vendor management, and team coordination. The Event Director will work closely with clients, vendors, and internal teams to ensure seamless event operations and an exceptional guest experience.

The Event Director is also responsible to work with Senior Management to ensure the sustainability of the business, by driving revenue opportunities for the FUTR events and also the day-to-day running of the office; includes the financial and human resource planning for the business.

Key Responsibilities:

• Event Planning and Coordination:
• Lead the planning and execution of FUTR summit and any other revenue opportunities for FUTR.
• Collaborate with clients and internal stakeholders to achieve the overall event budget and targets
• Develop detailed event timelines, budgets, and logistical plans.
• Coordinate all aspects of the event including venue selection, catering, entertainment, speakers, and technical requirements.
• Team Leadership and Supervision:
• Lead and manage the event planning team, including assigning tasks and ensuring team members meet deadlines.
• Provide guidance and support to junior event staff and other team members during the planning and execution phases.
• Organise pre-event, on-site, and post-event meetings to ensure all team members understand their roles.

Vendor and Partner Management:

• Establish and maintain strong relationships with vendors, contractors, and service providers.
• Negotiate contracts with vendors for event services, including venues, catering, AV, décor, transportation, and security.
• Monitor vendor performance to ensure quality service delivery and resolve any issues that arise.

Budget and Financial Management:

• Develop event budgets, track expenses, and ensure events are delivered within budget.
• Provide regular budget updates to senior management, including cost-saving recommendations and risk management strategies.
• Process invoices and payments related to event expenses.

Client Liaison and Stakeholder Communication:

• Act as the primary point of contact for clients, vendors, and stakeholders throughout the event process.
• Ensure client expectations are met and address any concerns or adjustments needed before or during the event.
• Provide post-event reporting and feedback to clients, including event evaluations and insights for future events.

Marketing and Promotion:

• Collaborate with the marketing team to develop promotional strategies for events.
• Oversee the creation of event branding, including signage, invitations, programs, and digital marketing materials.

On-Site Event Management:

• Supervise event setup, including vendor coordination, staffing, and ensuring all logistics are in place.
• Manage the event on-site, overseeing all aspects of the event's execution, including guest services, timing, and troubleshooting issues as they arise.
• Ensure the event runs smoothly and meets the highest standards

Post-Event Evaluation and Reporting:

• Oversee event tear-down and ensure venues are properly cleared and cleaned.
• Gather feedback from clients, vendors, and guests to evaluate the success of the event.
• Analyze event performance, providing recommendations for improvements in future events.

Requirements:

• Bachelor's degree in Event Management, Hospitality, Business Administration, or related field preferred.
• Minimum of 5-7 years of experience in event planning and management, with a proven track record of successful event execution.
• Previous experience leading a team and managing large-scale events (corporate, conferences, social, or entertainment).
• Possess an entrepreneurial streak and a startup mentality.
• Exceptional organisational and project management skills.
• Strong leadership abilities with a collaborative approach to team management.
• Excellent communication, negotiation, and interpersonal skills.
• Expertise in budget management and financial oversight.
• Proficiency in event planning software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Ability to work under pressure, manage multiple priorities, and meet tight deadlines.
• Strong attention to detail and problem-solving skills.
• Must be willing to travel as required for events.