Events Entertainment CoOrd

Job Purpose

Responsible for the planning co-ordination and delivery of entertainment, events and activations across the complex as well as maintaining relationships with key stakeholders including sponsors, artistes, entertainers, internal and external customers with the objectives of creating a public image and the reputation of the business unit’s brand as the entertainment and casino establishment of choice

Key Performance Areas

• Events and Entertainment Planning:
• Have an up-to-date understanding of facilities and products available for events
• Update the events calendar across multiple venues
• Attend pre-event meetings and work with client to understand their event / entertainment requirements
• Offer solutions in line specs and client requirements with regards to menus, decor, flowers, set-up, music, etc.
• Use any opportunities to upsell on the event!
• Co-ordinate logistical arrangements as per itinerary i.e transport, accommodation, food & beverage
• Load contracts; reviews of drafts and final contracts into CLMS system
• Include billing instructions for the event on the function sheets
• Co-ordinate the quote and payment process in line with the corporate procurement policies.
• Upload event information and compile function sheets into Opera Sales & Catering and distribute to relevant stakeholders and departments
• Record all correspondence from a company perspective to ensure brand is maintained.
• Resolve any problems and queries in accordance with contract stipulations with clients, and escalate when required
• Consolidation and tracking of expenses relating to shows and events; escalating variances
• Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the correct departments.
• Send out comp splits to department timeously for CRM initiatives
• Events & Entertainment Delivery: Compile the running order schedule to accurately reflect customer requirements
• Check that the venue set up meets technical (lighting, sound) and customer requirements
• Co-ordinate backstage/venue/entertainer as per production schedule and customer requirements
• Log calls with maintenance or IT to ensure resolution of any faults
• Communicate regularly with relevant stakeholders and inform entertainers or relevant departments of potential problems, changes, and additions to technical resources
• Conduct all entertainment checks at least 1 hour before event starting time
• Escalate any issues / challenges being experienced
• Update any final amendments to function sheets and ensure the distribution to all event stakeholder
• Complete post event administration including: event information documents, arena attendance figures and billing.
• Store and secure operating and entertainment equipment in line with standards
• 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
• Communicate with suppliers / contractors with regards requirements for specific events / entertainment, leveraging relationships to optimise the event within the set budget
• Collaborate with marketing to ensure all activations, entertainment and events are well publicised
• Liaise with promoters and their PR agencies to obtain the necessary point of sale marketing collateral, media releases, etc.
• Partner with suppliers in design and delivery of the entertainment / event requirements
• Liaise with multiple departments with the coordination and execution of Events and Entertainment logistics including; Marketing, Operations, Gaming, Food and Beverage, Security, etc
• Maintain excellent working relations with all key stakeholders to build and retain integral working relations
• Liaise with marketing management to evaluate the post-mortem of the event