Website Stawi Experiences
Stawi Experiences is an Employee Experience and Events Agency dedicated to helping companies unlock their fullest potential through Connection, Empowerment, and Alignment.
The Event Coordinator is responsible for planning and executing the operational aspects of events, including venue sourcing, vendor coordination, décor, and production management. This is a field-heavy role that requires attention to detail, strong coordination skills, and the ability to stay calm and effective under pressure.
Key Responsibilities
Venue Sourcing and Management
Research, evaluate, and secure venues for events and team-building activities
Conduct site visits and assess suitability based on client requirements
Negotiate pricing and manage venue bookings
Coordinate all venue-related logistics
Vendor Coordination and Negotiation
Source and manage vendors including catering, AV, transport, décor, and entertainment
Negotiate pricing within approved budgets
Ensure vendors deliver to agreed quality standards
Maintain records of vendor performance for future use
Décor and Event Styling
Support the development of event themes and décor concepts
Source materials and coordinate setup
Supervise décor execution on-site to ensure alignment with the brief
Production and Agenda Management
Develop detailed run sheets outlining timelines, cues, and responsibilities
Coordinate production elements including audio-visual setup, lighting, and music
Work with speakers, facilitators, and MCs to ensure smooth flow of the event
Ensure all activities run according to schedule
On-Site Execution
Lead event setup and coordinate all on-ground activities
Manage vendors during execution and address issues in real time
Ensure a smooth experience for clients and participants
Oversee event teardown and close-out processes
Reporting and Administration
Maintain task lists and update project management systems
Track event progress and key milestones
Prepare post-event reports including budget reconciliation and vendor feedback
Requirements
3–6 years of experience in event coordination, production, or hospitality
Proven experience managing events or supporting event delivery end-to-end
Strong organisational and time management skills
Experience working with vendors and managing logistics
Ability to work under pressure and handle multiple tasks simultaneously
Strong communication and coordination skills
Diploma or degree in events management, hospitality, communications, or a related field
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