Event Coordinator at Stawi Experiences

The Event Coordinator is responsible for planning and executing the operational aspects of events, including venue sourcing, vendor coordination, décor, and production management. This is a field-heavy role that requires attention to detail, strong coordination skills, and the ability to stay calm and effective under pressure.

Key Responsibilities

Venue Sourcing and Management

• Research, evaluate, and secure venues for events and team-building activities
• Conduct site visits and assess suitability based on client requirements
• Negotiate pricing and manage venue bookings
• Coordinate all venue-related logistics

Vendor Coordination and Negotiation

• Source and manage vendors including catering, AV, transport, décor, and entertainment
• Negotiate pricing within approved budgets
• Ensure vendors deliver to agreed quality standards
• Maintain records of vendor performance for future use

Décor and Event Styling

• Support the development of event themes and décor concepts
• Source materials and coordinate setup
• Supervise décor execution on-site to ensure alignment with the brief

Production and Agenda Management

• Develop detailed run sheets outlining timelines, cues, and responsibilities
• Coordinate production elements including audio-visual setup, lighting, and music
• Work with speakers, facilitators, and MCs to ensure smooth flow of the event
• Ensure all activities run according to schedule

On-Site Execution

• Lead event setup and coordinate all on-ground activities
• Manage vendors during execution and address issues in real time
• Ensure a smooth experience for clients and participants
• Oversee event teardown and close-out processes

Reporting and Administration

• Maintain task lists and update project management systems
• Track event progress and key milestones
• Prepare post-event reports including budget reconciliation and vendor feedback

Requirements

• 3–6 years of experience in event coordination, production, or hospitality
• Proven experience managing events or supporting event delivery end-to-end
• Strong organisational and time management skills
• Experience working with vendors and managing logistics
• Ability to work under pressure and handle multiple tasks simultaneously
• Strong communication and coordination skills
• Diploma or degree in events management, hospitality, communications, or a related field