Events & Entertainment Co-Ordinator

Sun International; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading entertainment company in Cape Town is seeking an Events Coordinator to oversee the planning and execution of various entertainment events. This role involves coordinating logistics, liaising with clients and suppliers, and ensuring that all event requirements are met. The ideal candidate will have at least 2 years of experience in the entertainment industry, excellent communication skills, and a diploma in Hotel Management is preferred. This position aims to enhance the brand's reputation and deliver world-class entertainment experiences.

Benefits

Competitive salary

Career growth opportunities

Qualifications

• Minimum of 2 years experience in the entertainment industry.
• Grade 12 qualification is essential.
• 3 year Diploma in Hotel Management is preferred.

Responsibilities

• Oversee planning and coordination for entertainment events.
• Communicate with clients to assess their needs and challenges.
• Compile event schedules and ensure compliance with requirements.

Skills

Events Planning and co-ordination

Strong English Verbal communication skills

Problem-solving

Planning and implementing

Networking skills

Education

Grade 12

3 year Diploma in Hotel Management

Tools

MS Office

M-files

Job description

Job Purpose

To oversee the planning, coordination, and delivery of an extensive portfolio of complex entertainment and events, including Grand Arena performances, suppliers, artists, entertainers, and related activities. The role is dedicated to delivering a world-class entertainment experience that enhances the brand’s reputation, strengthens its public image, and positions GrandWest as the entertainment establishment of choice.

Key Performance Areas

Events / Entertainment Planning

• Have an up-to-date understanding of facilities and products available for events
• Update the events calendar
• Attend pre-event meetings and work with client to understand their event / entertainment requirements
• Offer solutions inline with specifications and client requirements aligned to the technical rider and event plan
• Use any opportunities to upsell on the event
• Co-ordinate logistical arrangements as per itinerary i.e transport, accommodation, food & beverage, etc
• Track client billing instructions against the deal sheet for each event
• Compile event info sheets and distribute to relevant stakeholders and departments
• Ensure all marketing elements are inline with the brand CI guidelines
• Resolve any problems and queries in accordance with contract stipulations, and escalate when required
• Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the relevant departments.

Events / Entertainment Delivery

• Compile the running order schedule to accurately reflect client requirements
• Ensure all event contract details are accurately captured and inputted onto the approved contract template in M-Files, maintaining compliance and consistency.
• Check that the venue set up meets technical and client requirements
• Co-ordinate backstage/venue/entertainer/crew deliverables as per production schedule
• Perform regular venue checks and elevate faults to Maintenance or IT for prompt action
• Communicate regularly with relevant stakeholders, inform client or relevant departments of potential problems, changes, and additions to technical resources
• Conduct all entertainment checks at least one hour before event starting time
• Escalate any issues / challenges being experienced
• Update any final amendments to function sheets and ensure the distribution to all relevant stakeholders
• Complete post event administration including event information documents, arena attendance figures and billing.
• Store and secure operating and entertainment equipment in line with the standard operating procedure.

Stakeholder Engagement

• Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event.
• Collaborate with suppliers and contractors to secure event requirements, driving cost-effective solutions within the approved budget Liaise with suppliers in design and delivery of the entertainment / event requirements
• Liaise with multiple departments in the co-ordination and execution of entertainment events including F&B, security, gaming, marketing,etc.
• Liaise with marketing management to evaluate the post-mortem of the event.

Education

• Grade 12
• 3 year Diploma in Hotel Management is preferred

Experience

• Minimum of 2 years experience in the entertainment industry

Skills and Knowledge

Core Behavioural Competencies

• Dealing with customers
• Conflict handling
• Planning and implementing
• Collecting information (including listening, asking questions)
• Problem-solving
• Clerical administrative functions
• Reviewing / evaluating (feasibility / compliance /alternatives/ etc.)
• Liaising and co-operating with other teams
• Public Relations / Developing relationships

Technical / proficiency competencies

• Events Planning and co-ordination
• Strong English Verbal and written communication skills
• Business acumen
• Digital acumen
• Networking skills
• Financial awareness
• Emotional resilience and ability to handle pressure
• Proficient computer skills (MS Office / Mfiles/ IFS )
• Professionalism

Equity

Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.