Event Assistant Business & Administration Technicians

Ensure operative processes are finished at a previously agreed-upon time.

Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

Organise the necessary preparations for catering at special events such as conferences, large parties or banquets.

Communicate with staff members at a chosen event site to coordinate details.

Contact catering companies and shop around different providers in order to find the most suitable caterer for the event. Arrange and agree contracts with caterers for the provision of the …

Maintain records of every administrative aspect of an upcoming event, including financial details.

Plan and monitor the assembly of structures such as stages, connection to the electricity network, lighting and projection equipment. Make sure the employees work according to customer's requirements and safety …

Monitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems arise.

Negotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.

Obtain all permits that are legally necessary to organise an event or exhibition, e.g. by contacting the fire or health department. Make sure that food can be served safely and …

Organise the official registration of event participants.

Ensure that necessary daily amenities for visitors, vendors, expositors, and public in general are given and functioning properly. Ensure provision of reception, parking, toilets, catering, and accommodation amenities.

Generate interest in an event by carrying out promotion actions, such as placing ads or distributing flyers

Check event bills and proceed with the payments.

Evaluate and select the right providers of the right services, according to the customer's specific requirements.

Design advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.

Understand project management and the activities which comprise this area. Know the variables implied in project management such as time, resources, requirements, deadlines, and responding to unexpected events.

Apply techniques and tools, such as surveys, questionnaires, ICT applications, for eliciting, defining, analysing, documenting and maintaining user requirements from system, service or product.

Determine potential suppliers for further negotiation. Take into consideration aspects such as product quality, sustainability, local sourcing, seasonality and coverage of the area. Evaluate the likelihood of obtaining beneficial contracts …

Communicate and cooperate with advertising agencies in transmitting the goals and specifications of the marketing plan. Liaise to develop an advertising and promotional campaign that represent the aim of the …

Maintain the liaison and exchange of information with regional or local authorities.

Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.

Plan, monitor and report on the budget.

Negotiate terms such as price, quantity, quality, and delivery terms with vendors and suppliers in order to ensure the most beneficial buying conditions.

Execute a booking of a place according to client's requirement in advance and issue all appropriate documents.

Get in contact with different kinds of speakers for different kinds of events in order to book them and invite them to the event.

Develop menu items for special events and occasions such as banquets, conventions and catered business meetings.

Foresee the need, the quality, and the quantity of food and beverages for an event depending on its scope, objective, target group, and budget.

Coordinate event facilities acording to customer demands.

Plan meetings with sponsors and event organisers to discuss and monitor upcoming events.

Communicate with hotel personnel, transport companies and other relevant services well before arrival and ensure everything is accurately planned beforehand.

Establish relationships with transportation companies in order to negotiate advantageous agreements for the transport of goods and livestock.

Cooperate with coach operators, transport providers and accommodation providers in order to schedule transport, accommodation and activities.

Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.

Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.

Refer to prices for the client by researching and estimating fare rates.

Visit local or international suppliers to get an accurate understanding of their services and report back to clients on that basis.