Event assistant jobs in Finland
Event assistant implement and follow plans detailed by event managers and planners. They specialise in a part of the planning either the coordination of the catering, transportation, or the facilities.
Event assistant - Which skills are essential?
Plan and monitor the assembly of structures such as stages, connection to the electricity network, lighting and projection equipment. Make sure the employees work according to customer's requirements and safety regulations.
Negotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.
Generate interest in an event by carrying out promotion actions, such as placing ads or distributing flyers
Evaluate and select the right providers of the right services, according to the customer's specific requirements.
Obtain all permits that are legally necessary to organise an event or exhibition, e.g. by contacting the fire or health department. Make sure that food can be served safely and in accordance with all legal requirements.
Communicate with staff members at a chosen event site to coordinate details.
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
Check event bills and proceed with the payments.
Organise the official registration of event participants.
Ensure that necessary daily amenities for visitors, vendors, expositors, and public in general are given and functioning properly. Ensure provision of reception, parking, toilets, catering, and accommodation amenities.
Contact catering companies and shop around different providers in order to find the most suitable caterer for the event. Arrange and agree contracts with caterers for the provision of the service.
Design advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.
Ensure operative processes are finished at a previously agreed-upon time.
Monitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems arise.
Organise the necessary preparations for catering at special events such as conferences, large parties or banquets.
Maintain records of every administrative aspect of an upcoming event, including financial details.
Event assistant - Which skills are useful but not essential?
Apply techniques and tools, such as surveys, questionnaires, ICT applications, for eliciting, defining, analysing, documenting and maintaining user requirements from system, service or product.
Determine potential suppliers for further negotiation. Take into consideration aspects such as product quality, sustainability, local sourcing, seasonality and coverage of the area. Evaluate the likelihood of obtaining beneficial contracts and agreements with them.
Establish relationships with transportation companies in order to negotiate advantageous agreements for the transport of goods and livestock.
Plan meetings with sponsors and event organisers to discuss and monitor upcoming events.
Foresee the need, the quality, and the quantity of food and beverages for an event depending on its scope, objective, target group, and budget.
Plan, monitor and report on the budget.
Maintain the liaison and exchange of information with regional or local authorities.
Visit local or international suppliers to get an accurate understanding of their services and report back to clients on that basis.
Refer to prices for the client by researching and estimating fare rates.
Execute a booking of a place according to client's requirement in advance and issue all appropriate documents.
Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
Coordinate event facilities acording to customer demands.
Understand project management and the activities which comprise this area. Know the variables implied in project management such as time, resources, requirements, deadlines, and responding to unexpected events.
Communicate and cooperate with advertising agencies in transmitting the goals and specifications of the marketing plan. Liaise to develop an advertising and promotional campaign that represent the aim of the marketing plan.
Cooperate with coach operators, transport providers and accommodation providers in order to schedule transport, accommodation and activities.
Develop menu items for special events and occasions such as banquets, conventions and catered business meetings.
Communicate with hotel personnel, transport companies and other relevant services well before arrival and ensure everything is accurately planned beforehand.
Get in contact with different kinds of speakers for different kinds of events in order to book them and invite them to the event.
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
Negotiate terms such as price, quantity, quality, and delivery terms with vendors and suppliers in order to ensure the most beneficial buying conditions.