Position: Event Coordinator

Department: Events & Marketing

Job Summary

Looking for an energetic, creative, and detail-oriented Event Coordinator to manage and execute in-house and outdoor birthday parties and special events.

The ideal candidate will act as a bridge between clients, creative teams, and vendors, ensuring that every event is executed seamlessly and delivers a memorable experience for children and their families. The role also involves supporting online and offline marketing activities to promote events and enhance brand visibility.

Key Responsibilities

1. Event Planning & Coordination

- Coordinate and manage all aspects of birthday parties and special events, both in-house and at external venues.
- Understand client requirements, preferences, themes, and budgets to plan suitable event experiences.
- Plan and oversee dcor setup, entertainment, food arrangements, and activity scheduling.
- Ensure all event arrangements are completed on time and meet quality expectations.

2. Vendor Management

- Coordinate with decorators, entertainers, suppliers, and venue teams for smooth event execution.
- Manage vendor schedules, requirements, and deliverables.
- Negotiate with vendors where required to ensure cost-effective and quality services.

3. Event Day Operations

- Supervise event-day activities, including setup, guest handling, coordination, troubleshooting, and wrap-up.
- Ensure smooth execution of all event activities and resolve issues promptly.
- Maintain high standards of service, presentation, and customer experience.
- Ensure every event reflects brand values of fun, creativity, and quality.

4. Client Management & Relationship Building

- Interact with clients to understand their expectations and provide appropriate event solutions.
- Handle client queries, follow-ups, and post-event feedback.
- Build strong client relationships to encourage repeat bookings and referrals.

5.



Marketing & Brand Promotion

- Handle online and offline marketing activities to promote events and increase brand visibility.
- Support social media marketing initiatives related to events.
- Coordinate the creation and sharing of event-related photos, videos, reels, and stories.
- Contribute creative ideas for event promotions and brand engagement.

6. Budgeting, Reporting & Inventory Management

- Maintain event records, budgets, and post-event reports.
- Monitor event-related expenses and ensure adherence to approved budgets.
- Manage inventory of dcor items, props, and party supplies.
- Ensure proper utilisation, storage, and availability of event materials.

Candidate Requirements
- Proven experience in event coordination, event management, or party planning. Experience in children's events will be preferred.
- Excellent communication and client-handling skills.
- Robust organisational, planning, and multitasking abilities.
- A creative eye for themes, colours, dcor, and event presentation.
- Ability to remain calm, adaptable, and solution-focused under pressure.
- Willingness to work flexible hours, including weekends and occasional evenings.
- A friendly, energetic personality with the ability to connect easily with children and parents.

Preferred Skills
- Knowledge of current children's trends, birthday party themes, and entertainment ideas.
- Experience in vendor management, coordination, and negotiation.
- Proficiency in Canva or other photo-editing and creative design applications.
- Basic understanding of social media marketing and promotional content creation.

Key Competencies
- Event Planning & Execution
- Client Relationship Management
- Vendor Coordination & Negotiation
- Creative Theme & Dcor Planning
- Online & Offline Marketing
- Social Media Content Coordination
- Budgeting & Inventory Management
- Problem-Solving & Time Management
- Communication & Interpersonal Skills
- Multitasking and Attention to Detail

📌 Event Coordinator (Ahmedabad)
🏢 Red Envelope Consultants
📍 Ahmedabad