Event Coordinator

Shin Media Inc.; Cebu City; On-site; PHP 200,000 - 320,000; Full time

Job summary

Shin Media Inc. in Cebu City is seeking an experienced events coordinator to plan and execute offline brand activations, promotional events, exhibitions, roadshows and product launches across Cebu and other areas of the Philippines.

The role covers concept development, timelines, budgets, venue coordination, staffing, catering and on-site execution, with post-event follow-up and reporting to improve future events. A strong vendor network and negotiation skills are essential.

Qualifications

• Experience planning events and managing multiple vendors
• Ability to develop and manage event budgets and timelines
• Strong coordination and on-site execution skills

Responsibilities

• Plan and execute offline events in Cebu and across the Philippines
• Develop event concepts, timelines, budgets and execution plans
• Own the end-to-end event process from planning to post-event follow-up
• Coordinate venues, setup, equipment, staffing, catering and other needs
• Ensure events run on time and to plan
• Source and manage local vendors and suppliers
• Negotiate quotations and select cost-effective services
• Manage on-site setup, run-of-show, timing and guest experience
• Prepare post-event reports and vendor performance reviews
• Build and maintain a local vendor network and track expenses

Skills

Vendor management

Budgeting

Project coordination

Negotiation

Job description

Plan and execute various offline events in Cebu and other areas of the Philippines, including brand activations, promotional events, exhibitions, roadshows, product launches, corporate events, and customer events.

Develop event concepts, proposals, timelines, budgets, and execution plans based on business objectives.

Take ownership of the entire event process, from initial planning and preparation to on-site execution and post-event follow-up.

Coordinate venues, event setup, equipment, materials, staffing, transportation, catering, and other event-related requirements.

Ensure all event activities are completed on time and according to the agreed plan

Independently identify and contact local vendors and suppliers for event-related services.

Request quotations, compare prices, negotiate terms, and select suitable vendors based on budget and project requirements.

Manage vendors for event setup, venues, audio and lighting, printing, photography and videography, transportation, catering, gifts, staffing, and other services.

Maintain good relationships with reliable local suppliers and continuously develop a local vendor network.

Follow up with vendors on pricing, contracts, production, delivery, and on-site requirements.

On-site Event Execution

Prepare detailed event run sheets, checklists, staffing plans, venue layouts, and contingency plans.

Coordinate vendors, staff, guests, speakers, partners, and other stakeholders during events.

Take responsibility for on-site setup, event flow, timing, equipment, materials, and overall execution.

Quickly identify and solve unexpected issues during events.

Ensure a smooth and professional experience for guests and participants.

Budget & Project Management

Prepare and manage event budgets and track project expenses.

Compare vendor quotations and identify cost-effective solutions without compromising event quality.

Follow up on purchasing, invoices, payments, production, and delivery schedules.

Ensure projects are completed within budget, on schedule, and according to quality standards.

Post-event Follow-up

Organize event photos, videos, materials, vendor information, and expense records.

Prepare post-event reports and summarize key results, feedback, and issues.

Review event performance and provide recommendations for future improvements.

Build and maintain a database of local vendors, quotations, event resources, and execution processes.