Event Organizer of ACC

The Event Organizer at Ariyana Convention Centre is responsible for planning, coordinating, and executing events hosted at the venue. This includes handling event logistics, liaising with clients and vendors, ensuring smooth event delivery, and contributing to the overall success of events

Duties and Responsibilities:

1. Event Planning & Coordination:

• Collaborate with clients to understand their event objectives and requirements.
• Develop event timelines, floor plans, and logistical arrangements to ensure all aspects of the event are well-organized.
• Coordinate with in-house teams (e.g., Catering, AV, Engineering, Security) to ensure event requirements are met.
• Work with the Chef, F&B Manager, and Banquet Manager to create custom menus and beverage offerings, ensuring seamless food and beverage service.
• If needed, liaise with external vendors (e.g., florists, entertainers, decorators) to secure necessary services.
• Provide on-site coordination for events, ensuring smooth operations from setup to breakdown.
• Coordinate and manage Furama – Ariyana Tourism Complex’s in-house events of various scales organized by ACC, such as Horecfex, ensuring seamless execution and client satisfaction.
• Support events within the broader Furama - Ariyana Complex, collaborating with teams from other venues to ensure consistency and high standards.
• Work closely with the sales team

2. Client & Vendor Management:

• Work closely with clients to understand their requirements, preferences, and budget, developing& executing customized event proposals and packages.
• Serve as the primary point of contact for clients, assisting with event planning and resolving any issues.
• Maintain strong relationships with clients to ensure expectations are met and exceeded.
• If needed, negotiate and manage vendor contracts, ensuring competitive pricing and quality service.
• Ensure all vendors and service providers adhere to agreed timelines and standards.

3. Logistics & Operations:

• Oversee venue setup, ensuring all technical and aesthetic details are in place (e.g., seating arrangements, audiovisual requirements, decor).
• Coordinate transportation, accommodation, and other logistics for event attendees, if required.
• Ensure compliance with safety and health regulations, as well as specific venue requirements.
• Receiving handover groups from proactive salesperson, issue General Information, BEOs, Billing instructions, update invoice and follow up with 2nd payment onwards, update Opera accordingly, organize food tasting.
• Conduct pre-event meetings with all operation teams to ensure smooth preparation.
• Handle site inspections for handed-over groups.

4. Team Leadership & Communication:

• Lead the event team and assign responsibilities to ensure smooth event operations.
• Communicate clearly and effectively with clients, vendors, and internal teams to ensure event objectives are met.
• Ensure the delivery of high-quality service to exceed client expectations.

5. Budget Management:

• Assist in preparing event budgets, tracking costs, and ensuring the event stays within budget.
• Provide timely updates on event costs and manage expenses effectively.
• Support in finding new vendor contracts
• Assist in invoicing to vendor & client in a timely manner

6. Marketing & Promotion (if applicable):

• Assist (If required) with event promotion through social media, email campaigns, and other channels to ensure successful attendance.
• Assist (If required) with the marketing team to develop promotional materials and branding for events.

7. Client Relations:

• Serve as the primary point of contact for clients before, during, and after events.
• Address any client concerns or changes in requirements promptly and professionally.
• Foster long-term relationships by exceeding client expectations.

8. Event Evaluation:

• Conduct post-event evaluations with clients and internal teams to assess the event’s success and identify areas for improvement.
• Prepare and deliver post-event reports, including financial summaries, feedback, and recommendations for future events.

9. Training & Development:

• Participate in and organize training sessions to enhance skills related to event organization.
• Stay updated on the latest trends in event management to incorporate innovative practices at ACC.

10. Sustainability & Environmental Responsibility:

• Ensure events comply with environmental standards and work towards reducing negative impacts (e.g., using recyclable materials, minimizing waste).
• Propose and implement sustainable event solutions to align with ACC's environmental goals.

11. Technology Integration:

• Recommend and implement technology solutions to support events, such as online registration systems, guest management tools, and advanced presentation technologies.
• Collaborate with the IT team to ensure the seamless operation of technical equipment during events.