SayPro Managing event logistics

Job Description for Participants in SayPro Monthly Service Retail and Exhibition Event Management Program:

As part of the SayPro Monthly Service Retail and Exhibition Event Management program, participants will be responsible for managing event logistics, coordinating vendors, and overseeing the budgeting process for service-oriented exhibitions. Below are the key responsibilities related to these tasks:

Key Responsibilities:

1. Managing Event Logistics:
   • Plan and coordinate all aspects of event logistics to ensure smooth and efficient execution of service-oriented exhibitions. This includes scheduling timelines, coordinating event setup and breakdown, and overseeing the flow of activities during the event.
   • Organize venue layouts for exhibitions to ensure that the space is effectively utilized, ensuring all booths, signage, and service showcases are placed in optimal locations for maximum visibility and engagement.
   • Oversee transportation and delivery of materials, equipment, and promotional materials to and from the event venue. Ensure all assets arrive on time and in good condition.
   • Ensure that all technical requirements for the event (e.g., AV systems, internet connectivity, lighting) are arranged and functioning properly, troubleshooting any issues that may arise.
   • Coordinate with on-site event staff to ensure tasks are assigned appropriately, and that everyone understands their roles and responsibilities before, during, and after the event.
2. Vendor Coordination:
   • Identify and engage with external vendors that are essential for the event, including booth builders, equipment suppliers, catering services, printing companies, and technology providers.
   • Manage vendor relationships by ensuring that contracts are clear, deliverables are agreed upon, and all terms are met in a timely manner.
   • Negotiate pricing and terms with vendors to ensure that the event remains within budget while also securing high-quality products and services.
   • Monitor vendor performance during the event to ensure they are meeting their commitments, resolving any issues promptly to avoid disruptions to the event schedule.
   • Ensure that all vendor setups (e.g., booths, signage, technology, etc.) are completed on time and meet SayPro’s branding and quality standards.
3. Budget Management:
   • Create and manage the event budget, tracking all expenses related to the exhibition, including venue costs, vendor fees, promotional materials, travel, and staffing.
   • Monitor and control event costs to ensure they align with the planned budget. Take proactive steps to prevent overspending, identifying areas where costs can be reduced without compromising the quality of the event.
   • Document and track all financial transactions for the event, maintaining accurate records of vendor invoices, receipts, and payment schedules.
   • Prepare budget reports for review by senior management, ensuring that the event remains financially viable and that any variances are addressed in a timely manner.
   • Negotiate cost-saving measures with vendors or event organizers where possible, leveraging relationships and scale to secure the best value for SayPro.
4. Ensuring Compliance and Health/Safety Regulations:
   • Ensure compliance with all local regulations, safety standards, and insurance requirements related to the exhibition event.
   • Work with venue and local authorities to ensure that safety protocols are in place, including crowd control, emergency procedures, and any necessary permits or licenses.
   • Ensure that the event is accessible and inclusive, providing any necessary accommodations for attendees with disabilities or other specific needs.
5. Coordinating Event Communication:
   • Serve as the primary point of contact for all logistical matters related to the event, maintaining open lines of communication with vendors, exhibitors, and internal teams.
   • Coordinate with marketing and sales teams to ensure that all promotional and event materials are in alignment with event goals, and are delivered on time.
   • Ensure effective communication during the event, troubleshooting any logistical issues that arise and communicating solutions quickly to ensure minimal disruption to the attendee experience.
6. Post-Event Evaluation and Reporting:
   • Conduct a post-event analysis to assess the effectiveness of the event logistics, vendor performance, and overall budget management.
   • Gather feedback from vendors, attendees, and event staff to identify areas of improvement for future exhibitions and events.
   • Prepare and submit event reports that include financial summaries, vendor evaluations, and key takeaways to improve event management practices.

Skills and Qualifications Required:

• Organizational Skills: Ability to manage multiple tasks and timelines, ensuring that all logistical elements of the event come together smoothly.
• Vendor Management: Experience in managing relationships with external vendors, negotiating contracts, and overseeing their performance during events.
• Budget Management: Proficiency in creating and managing budgets, with the ability to track expenses and ensure that events remain financially viable.
• Problem-Solving Abilities: Ability to handle unexpected challenges or issues during the event, providing quick and effective solutions to keep things on track.
• Attention to Detail: Strong focus on ensuring all event logistics, from vendor coordination to technical setup, are executed perfectly.
• Communication Skills: Strong verbal and written communication skills to liaise with vendors, event staff, and internal teams effectively.
• Project Management: Ability to work under pressure and coordinate multiple tasks, prioritizing to meet event deadlines.
• Technical Knowledge: Familiarity with event management software or tools, and the ability to work with various event technology (e.g., AV systems, online event platforms, etc.).

Expected Outcomes for Participants:

By the end of the program, participants will have gained practical experience in managing event logistics, coordinating vendors, and maintaining budget oversight for service-oriented exhibitions. They will have honed their organizational, communication, and problem-solving skills, learning how to run large-scale events efficiently while staying within budget. This will equip them with the expertise to manage complex events, ensuring both operational success and the fulfillment of SayPro’s objectives in promoting its service products and expanding its market presence.