Events Services Specialist

Event Planning & Vendor Management Responsibilities

• Gather and document event requirements by collaborating with internal stakeholders to understand goals, timelines, budgets, and logistical needs.

• Develop detailed project timelines, outlining key milestones, deadlines, dependencies, and approval checkpoints.

• Estimate and allocate resources required for event execution, including staffing, equipment, and external vendor support.

• Research, evaluate, and qualify external vendors such as production teams, caterers, venues, and AV providers to ensure alignment with project needs, quality standards, and budget.

• Coordinate with selected vendors, securing proposals, negotiating pricing, and managing contracts.

• Participate in production revisions, reviewing plans, prototypes, and drafts to ensure they meet expectations and event requirements.

• Monitor production and deliverable quality, identifying risks or deviations early and implementing corrective actions when necessary.

• Support cross-functional communication, ensuring all teams are aligned with the event plan, changes, and deliverable statuses.