Events And Entertainment Co-Ordinator

Rad Resources; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading entertainment organization is seeking an individual to oversee the planning and delivery of various events. This role requires 3–5 years of experience in the entertainment industry along with a diploma in Marketing. Successful candidates will be responsible for coordinating logistics, stakeholder communication, and ensuring high-quality entertainment delivery. The position also requires the ability to engage with clients and collaborate effectively with suppliers to enhance event experiences.

Qualifications

• Grade 12 required.
• Diploma in Marketing necessary.
• 3–5 years experience in the entertainment industry preferred.
• Exposure in the gaming industry is advantageous.

Responsibilities

• Oversee planning, coordination, and delivery of events for a world-class entertainment experience.
• Update events calendar and ensure proper logistics and technical setups.
• Engage with clients and stakeholders to meet event needs.

Job description

Main purpose

To oversee the planning, coordination, and delivery of an extensive portfolio of complex entertainment and events, including 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 the company as the entertainment establishment of choice.

Minimum requirements (Qualifications & Experience)

• Grade 12
• Diploma in Marketing
• 3–5 years experience in the entertainment industry
• Exposure in the gaming industry is preferred

Work conditions and special requirements

• Ability to travel locally
• Ability to work shifts that meet operational requirements
• Valid Driver’s License

Duties & Responsibilities

• 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 escalates 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 escalates 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