Key Responsibilities:
Event Planning & Coordination:
- Lead the planning and execution of Supermom seminars, KOM / KOL events, and other general events.
- Manage all aspects of the event lifecycle including concept development, logistics, venue selection, scheduling, and speaker coordination.
- Develop detailed event timelines, checklists, and budgets to ensure events run smoothly and on time.
- Oversee all event-related communications, including email invitations, event reminders, and post-event follow-ups.
Management & Event Page Updates:
- Create and manage the event's page for each event, ensuring all event details (date, time, speakers, agenda) are accurately reflected.
- Regularly update the event's page with any changes to the event schedule, speakers, and content, ensuring that the information remains current.
- Monitor RSVP submissions and manage attendee lists through the platform.
- Generate and analyse event registration reports from the system to track attendance and pacing.
Stakeholder & Partnership Management:
- Work closely with partners, sponsors, key opinion leaders (KOLs) and key opinion mothers (KOMs) to coordinate event content / agenda and ensure alignment with SM / sponsors brand objectives.
- Build and maintain relationships with external vendors, venues, and service providers.
- Ensure that sponsor's requirements (e.g., branding, booth setup, giveaways) are met, maintaining high-quality partnerships and sponsor satisfaction.
Sourcing for Vendors & Sponsorship Items:
- Source vendors and suppliers for goodie bags, lucky draw items, and other event materials (e.g., branded merchandise, prizes).
- Collaborate with sponsors to secure promotional items and ensure the inclusion of their products in goodie bags or lucky draw giveaways.
- Negotiate pricing and delivery timelines with vendors to ensure high-quality and timely delivery of event supplies.
Budget & Resource Management:
- Manage the event budget, ensuring cost efficiency while maintaining quality execution.
- Negotiate with vendors, secure competitive quotes, and manage contracts for services required for the event (AV, catering, transportation, etc.).
- Maintain inventory of event materials, including branded assets and promotional materials.
Logistics Management:
- Oversee logistics coordination for the event, including transportation, accommodation (if necessary), and delivery of materials and supplies.
- Manage the setup and breakdown of the event, ensuring that all equipment, signage, and promotional materials are in place before the event begins and properly dismantled after the event.
- Coordinate the distribution of goodie bags and ensure all logistical aspects (e.g., booth setup, speaker arrangements) are handled smoothly.
- Handle on-site logistics for vendors, sponsors, and event staff to ensure smooth operations during the event. This includes managing the registration desk and speaker coordination.
On-the-Day Event Management:
- Oversee the on-site execution of events, ensuring all activities run smoothly.
- Manage event staffs, assigning roles and providing support where needed.
- Troubleshoot any issues that arise during events, ensuring prompt resolution to minimize disruptions.
- Ensure high attendee engagement, satisfaction, and experience throughout the event.
Marketing & Audience Engagement:
- Develop targeted campaigns brief & strategy to drive event attendance and engagement, utilizing Supermom's available channels.
- Ensure that all promotional materials (email campaigns, social media posts, event banners) are consistent with Supermom's brand messaging and aligned with event goals.
Reporting & Post-Event Analysis:
- Compile the event post event report, including event highlights, key takeaways, and post-event metrics and participants feedback to share with internal stakeholders and sponsors.
