Events and Activations Coordinator

Overall Purpose of the Role

To coordinate and deliver high-quality brand events, activations, sponsorship experiences and experiential marketing initiatives from planning through to on-the-ground execution. The role ensures that every operational detail is managed effectively, including suppliers, venues, production schedules, branding, staffing, budgets and event logistics. This role is suited to a highly organised and resourceful executor who can independently run multiple workstreams and remain calm when plans change.

Requirements

Key Responsibilities

• Coordinate end-to-end delivery of brand events, activations, sponsorships, launches, conferences and experiential campaigns.
• Develop detailed event plans, timelines, checklists, production schedules and run-of-show documents.
• Source, brief and manage venues, suppliers, production companies, promoters, staffing agencies, caterers and other event partners.
• Coordinate branding, signage, promotional materials, merchandise, equipment and event collateral.
• Manage guests, VIP, influencer, staff and stakeholder logistics where required.
• Support event budget management, quotations, purchase orders, invoicing and reconciliation.
• Coordinate permits, access requirements, health and safety, insurance and other compliance requirements.
• Conduct venue inspections and confirm technical, logistical and production requirements ahead of delivery.
• Act as a key operational contact during setup, live events and breakdown, resolving issues quickly and practically.
• Maintain event inventory, equipment and reusable activation assets.
• Capture attendance, costs, performance indicators, learnings and post-event feedback.
• Build and maintain a dependable network of suppliers and partners.

Experience Required

• 3-5 years of experience in events, activations, sponsorship execution, experiential marketing, event production or a related field.
• Proven experience coordinating multiple live events or activations simultaneously.
• Experience managing suppliers, venues, production partners and event logistics.
• Experience supporting event budgets, procurement and reconciliations.
• Experience in a fast-paced consumer brand, agency or events environment would be advantageous.

Skills Required

• Excellent planning, organisation and project coordination skills.
• Strong supplier and vendor management skills.
• Ability to create and manage production schedules, checklists and event documentation.
• Strong budget tracking and administrative skills.
• Good written and verbal communication skills.
• Strong attention to detail and quality control.
• Ability to troubleshoot operational issues quickly.
• Competent use of Microsoft Office or Google Workspace and project-management tools.

Competencies Required

• Highly organised and dependable.
• Strong sense of ownership and personal accountability.
• Can remain calm and solutions-focused when under pressure.
• Bias for action and hands-on execution.
• Strong follow-through and deadline discipline.
• Flexible and adaptable to changing requirements.
• Team-oriented with strong interpersonal skills.
• Willingness to work evenings or weekends when event delivery requires it.

Qualification/s Required

• Diploma or degree in Event Management, Marketing, Public Relations, Hospitality, Communications or a related field.
• A project management, event production or health-and-safety-related certification would be advantageous.
• Equivalent practical experience in delivering complex events and activations may be considered.