Event Planner

Department: Event Services

Reports to: Head of Events

Role Introduction

The Event Planner will be responsible for the planning of events. This includes collating key contractual information and interacting with a Promoter and Sports Organisations planning teams allocating resource, equipment, materials, and service orders. For some events the role will involve supporting other KTSPL staff to deliver events.

Key Responsibilities

• To plan, organize, and support events taking place at Kai Tak Sports Park.
• To coordinate the administrative and practical preparation of events, including research, review, and recommend equipment, materials and supplies required in providing events services and planning.
• Prepare work schedules and rosters for KTSPL staff.
• To coordinate outside service needs as necessary, provide event organizers and promoters with venue information and advice, and work with clients through the event planning process to delivery.
• To assist in developing the venue customer journey, including pre-event communications, on site processes and dealing with post event feedback.
• To collaborate with all internal venue departments by providing clear, concise, and timely communication to ensure smooth running of events, ensuring high standards are always met.
• To implement venue rules, regulations, policies, and procedures, and develop standard operating procedures for the Event Services team and monitors their compliance.
• To maintain the proper image and generate positive public relations with patrons and staff.
• To meet with potential clients, advise them on the venue requirements, and negotiate sales of additional services.
• Prepare accurate reports of monthly event activities and utilisation.
• To attend meetings and engagements where required by the Head of Events.
• To arrange/rota staff for events in an accurate, safe, and cost-effective way and in accordance with business requirements.
• Perform other duties or special projects as assigned.

Requirements

• Bachelors degree in business administration, Hotel & Hospitality Management, Event Management, or related disciplines.
• Minimum 3 years of relevant experience, preferably in an entertainment, major sports, or multi-purpose venue.
• A collaborator with strong interpersonal and communication skills, excellent leadership skills, good logical thinking, strong problem-solving and negotiations skills.
• Well-organized, meticulous, able to work to strict deadlines with the ability to priorities a range of tasks.
• Be flexible, have ability to work flexibly whilst under pressure.
• Capable to manage ad-hoc and/or multiple projects.
• A proficient level of awareness of Health & Safety issues regarding venue and event management.
• With experience of working or being involved in the production, organization or delivering of live events will be an advantage.
• Proficient in Microsoft Word, Excel, PowerPoint, and Chinese word processing.
• Experience of Momentous, EBMS, CAD and any events systems a benefit
• Good command of both English and Chinese in speaking and writing required
• The role is full time.

Personal & Application Information

We are an equal opportunity employer. Data collected will be treated in strict confidence and used for recruitment purpose only. Applicants who are not invited for interviews within 8 weeks may consider their applications unsuccessful.