Event Planner

Pre-requisites

• A bachelor's degree in Event Management, Hospitality, Marketing, or a related field is required.
• Five to seven years of event planning experience is required.
• At least three years of experience in Saudi Arabia or GCC countries is required.
• Experience planning family-oriented and community events is required.

Role Overview

Event Planning

• Translate community engagement objectives into event plans and concepts.
• Develop proposals with themes, activities, layouts, timelines, and budget estimates.
• Create run-of-show documents, floor plans, production schedules, and contingency plans.
• Plan seasonal celebrations including Eid festivals, National Day, Ramadan activities, and Back-to-School events.
• Design culturally appropriate, family-friendly experiences aligned with brand standards and community values.

Vendors and Logistics

• Source, evaluate, and select caterers, entertainers, decorators, equipment suppliers, and other service providers.
• Negotiate contracts and manage vendor relationships through preparation and execution.
• Conduct site visits and vendor briefings and oversee setup, operations, and breakdown.
• Coordinate venue setup, furniture, audio-visual equipment, décor, signage, and event materials.
• Arrange permits, approvals, insurance requirements, and safety documentation.

Budgets and Financial Control

• Prepare detailed event budgets with line-item breakdowns for management approval.
• Track expenses in real time, maintain financial records, identify cost-saving opportunities, and prepare reconciliations and variance reports.

Event Execution and Evaluation

• Collaborate with marketing on promotional materials and campaigns.
• Ensure events comply with Saudi regulations, cultural guidelines, and compound policies.
• Lead events on site, manage timelines, troubleshoot issues, and conduct final walk-throughs.
• Collect resident feedback and prepare reports on outcomes, attendance, budget performance, and lessons learned.

Key Experience

• Experience executing community events, festivals, and family activities in Saudi Arabia or similar cultural contexts.
• Experience managing events from gatherings of 50-100 people to festivals with more than 500 attendees.
• Experience with Saudi vendors and knowledge of Saudi event permits and regulatory compliance.
• Experience managing multiple events and indoor and outdoor setups in compound or community settings.

Skills Required

• Event planning, project management, vendor management, negotiation, budget management, and financial tracking.
• Cultural awareness, problem-solving, decision-making under pressure, organization, creativity, flexibility, and adaptability.
• Proficiency in Microsoft Office, including Excel, PowerPoint, and Word.
• Experience with Eventbrite, Cvent, or similar event management platforms.
• Excellent English communication skills; conversational Arabic is a plus.
• Event design software experience is preferred but not required.