Responsibilities
REQUESTED SERVICES AND TASKS OF THE EXPERT
The Event Management- non key expert (EME) is expected to provide full turn-key support in event management from advice, design, organization and follow up of different project events such as conferences, trainings, seminars, open public events. The support will consist of logistic aspects for organization of the events.
Under the supervision of the Team Leader, acting in close cooperation with Communication Expert, the specific duties of the EME are as follow:
A. Regular tasks before the event
• The EME support the project team to prepare the folders and other event materials. Normally the package of event materials contains:
✓ Copies of the event agenda
✓ Attendance lists
✓ Chevalets/name plates badges
✓ 2 or more – A1 posters
✓ Copies of brochures / materials
✓ Printouts of presentations (if available)
✓ Banners
✓ Folders
✓ Notebook
✓ Pens
• The EME provide support to transport the materials prepared to the place of the event one day before the event if the event takes place outside of Podgorica and check is everything is in place in terms of arrangements, visibility items and other logistic support.
• The EME arrives to the venue at least one hour before the beginning of the event for any necessary explanations to the various service providers, if the event is organized in Podgorica S/he checks the readiness of the venue and makes sure that all ordered services (e.g. catering, conference equipment, translation cabins etc) are being prepared / delivered and are working.
• The EME checks the set-up of the conference/meeting room and other services as indicated.
B. Regular tasks during the event
• The EME checks if all speakers and participants have arrived at the venue in the case that the event is held in the same place.
• The registration desk must be prepared by the event management expert at least 1 hrs. prior the start of each event. The event management expert is responsible for the correct display and distribution of the conference material during the event.
• The EME is responsible for the registration of all participants and speakers and make sure all participants sign the attendance list. If the activity is lasting for a full day the attendance list will be signed by participants also in the afternoon session. In case that the name of a person is not in the list, the event management expert checks with the project team if the person is allowed to attend the event.
• The EME distributes a badge and project folder for each participant and speaker after signing the attendance list.
• The EME provides assistance as necessary to experts and participants and is available for any questions they might have with regard to logistical aspects of the event.
• The EME ensures that the signage is well in place at the venue entrance and in line with the visual identity.
• Name plates of the speakers/experts need to be placed with the chairman in the centre of the front table in the conference room according to the agenda, and the name plates of speakers/experts should be changed according agenda during coffee and/or lunch breaks.
• The EME should put banners at display according to the instructions of the team at the venue.
• He/she checks that all speakers and interpreters have water during the event.
• In case of activities organised in open places, the event management expert provides all logistic support to the team to ensure that event organization is managed effectively.
C. Regular tasks after the event
The event management expert collects any conference material that has been left at the venue and can be re-used for the future events (e.g. chevalets, pens, plastic badges, flags, brochures, other).
Qualifications
[The EME is expected to possess the following qualifications:
• Preferably graduate degree in social sciences, business management, service management or event management, or other related fields
• Professional experience in event organization: organized at least 20 events with minimum 20 participants during the last 5 years;
• Experience on organization of events for donors funded projects would be an asset
• Capability to work autonomously, under pressure (deadlines) and to receive tasks from various persons;
• Proficiency in English and local language;
• Attention to details and team working skills;
• Client oriented attitude;
• Good computer, writing and presentation skills.
