The Event Planning Officer is responsible for coordinating the logistical planning and seamless execution of the conference. This includes overseeing venue arrangements, supplier coordination, attendee experience, and on-site operations. The role also provides essential support to the broader conference planning team in areas such as speaker coordination, session and agenda design, and overall event flow. Additionally, the Event Planning Officer contributes to marketing and PR efforts to boost registrations, supports sponsorship and partnership activities, implements the ticketing strategy, manages exhibitor and innovator participation, and assists with post-event evaluation to inform future improvements.

Key Responsibilities

• Coordinate event logistics including travel and accommodation arrangements for attendees.
• Assist in developing and managing a detailed event timeline in collaboration with the organizing team, tracking key milestones and deliverables.
• Work with the procurement team to define supplier requirements and monitor the delivery and performance of goods and services.
• Support speaker management by coordinating outreach, confirmations, briefing materials, and logistical arrangements.
• Assist in the design and coordination of the conference agenda, ensuring well-organized sessions and smooth transitions throughout the event.
• Support the PR and Communications team in driving registrations for both physical and virtual events through targeted campaigns, ensuring consistent branding and messaging across all channels.
• Drive ticket sales efforts by executing outreach strategies, engaging potential participants, and converting interest into paid registrations.
• Manage the registration and ticketing process for in-person and virtual attendees, including tracking sign-ups, processing ticket sales, maintaining accurate attendee data, and ensuring a seamless registration experience.
• Support partnership and sponsorship initiatives by identifying leads, preparing proposals, and coordinating partner deliverables.
• Coordinate the participation of exhibitors and innovators, including sourcing, onboarding, and on-site logistics support.
• Support post-event evaluation by collecting data, analyzing performance metrics, and contributing to reports capturing outcomes, insights, and recommendations for future improvement.

Qualifications & Experience 

• Bachelor’s degree in Event Management, Project Management, Public Relations, Communications, Marketing, Business Administration, or a related field.
• At least 4 years of progressive experience in event coordination and project management for large-scale events involving both hybrid and in-person participation (corporate, marketing, expo, or government settings).
• Proven experience in managing suppliers, budgets, logistics, timelines, and risk or contingency planning.
• Demonstrated ability to coordinate high-level stakeholders, including corporate executives, government officials, partners, speakers, and sponsors.
• Understanding of event accessibility standards with experience integrating accessibility features to ensure full participation of persons with disabilities.