Senior Events Management Specialist (Freelancer) - Qatar Foundation

To provide support to the Head of Events Management for planning, scheduling and execution of events in an effective and efficient manner in line with established guidelines and policies.
KEY RESULT AREAS
• Assisting Head of Events Management by Working with End User at QF (centers, clients, event sponsors and internal and external teams) on planning all aspects of event Managements: event approval, venue scouting and budgeting, organizers and vendor selection.
• Supervise all events related printed collaterais/guest related matters including but not limited to: supervise the 'master guest list' creation, coordinate and finalize invitation content, sending out invitations and managing the RSVP list, accommodating additional Invitation requests.
• Prepare presentation including SOW, detailed vendor and supplier proposals for Individual events (e.g. legal obligations and budgeting) for managerial approval.
• Coordinate and manage the staff requirements and events briefs, ensure understanding of roles and responsibilities, develop and implement emergency communication plan for each event to ensure smooth flow of event activities and responsibilities in case of absence and delays.
• Conduct research and find resources for better decision making on event possibilities.
• Propose new Ideas to Improve event planning and implementation process.
• Support in documenting activities prior to and during the events for internal and external communications.
• Maintains a good knowledge of the Event Management Service Level Agreements.
• Works with QF centers/ clients, event sponsors and internal and external teams on planning all aspects of event management: event approval, venue scouting and budgeting, organizers
• Articulate key objectives, key message, target audience and expected outcomes for events to ensure alignment to strategic QF communication objectives.
• Assist the Head of Events management in chairing the cross-functional steering committee for events planning.
• Prepare/update the events calendar, ensuring its circulation to all relevant stakeholders and other departments of Communication Directorate. Monitor and review its implementation.
• Contribute and conceptualize ideas for QF events to support its communication strategy, discuss with Events Manager.
• Provide guidance to the Events Management Specialist towards acceptance or decline of request from centers, on the basis of pre-defined parameters.
• Assist the Head of Event Management in the cross-functional steering committee for events planning, formulate a sales strategy for the planned event, including promotional plan and ticketing partners if relevant and track the effectiveness/impact of the event.
• Assist Head of Event Management in preparing events calendar for QF events by liaising with other departments and centers of QF to collate Information, circulate updated copies of events calendar to all relevant stakeholders.
• Receive all requests for QF events from end users in relevant request form; convey acceptance or rejection after approval of Unit Head based on pre-defined parameters. Record details and submit as MIS to Events Management Unit Head monthly.
• Act as the primary liaison for coordination between Events department, event management agency and end user. Review event brief and provide inputs towards developing the event project plan. Participate in cross-functional meeting for finalizing event plan.
• Assist Head of Events Management/end user for selecting venue options, performers, finalize seating plan, ensure requisite logistics (e.g. event program schedule, catering etc.) and security arrangements are In place, dispatch invites to guests.
• Coordinate with marketing department for collaterals and gifts, maintain budgetary records.

Job Details

Preferred Candidate

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