Profession event assistant
Event assistant implement and follow plans detailed by event managers and planners. They specialise in a part of the planning either the coordination of the catering, transportation, or the facilities.
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- Enterprising / Conventional
- Meet deadlines
Ensure operative processes are finished at a previously agreed-upon time.
- Coordinate catering
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 service.
- Promote event
Generate interest in an event. Post fliers, place ads in free or inexpensive publications, and generate buzz online. Consider radio ads as well as ads in larger print publications and on established websites.
- Monitor event activities
Monitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems should they arise.
- Organise event participants' registration
Organise the official registration of event participants.
- Solicit event publicity
Design advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.
- Organise on-site amenities
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.
- Negotiate contracts with event providers
Negotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.
- Select event providers
Evaluate and select the right providers of the right services, according to the customer's specific requirements.
- Obtain event permits
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 in accordance with all legal requirements.
- Review event bills
Review event bills for accuracy, and approve payment procedures.
- Manage event structure installation
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 regulations.
- Confer with event staff
Communicate with staff members at a chosen event site to coordinate details.
- Maintain event records
Maintain records of every administrative aspect of an upcoming event, including financial details.
- Arrange special events
Organise the necessary preparations for catering at special events such as conferences, large parties or banquets.
- Ensure health, safety and security measures
Take responsibility for health, safety and security measures in the workplace including posture the body well, safely operate tools and machinery, and wear the right clothes and protection for the climate. Apply health and safety standards. Adhere strictly to the site safety rules and systems and equipment operational procedures.
- Process commissioned instructions
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.
Optional knowledge and skillsliaise with guest facilities providers liaise with event sponsors liaise with local authorities inspect event facilities organise facilities for office personnel liaise with transportation companies identify suppliers liaise with advertising agencies visit suppliers forecast catering services quote prices project management manage budgets make logistical arrangements negotiate buying conditions process booking organise travel arrangements for staff contact event speakers create event-specific menus identify customer requirements liaise with managers
Common job titles
- Assistant wedding coordinator
- Special events assistant
- Assistant coordinator - operations/events
- Events assistant & member relations liaison
- Administrative assistant, partnerships
- Event coordinator & faculty assistant
- Events assistant
- Event & activities assistant
- Freelance production assistant (for event production)