Event assistant

Event assistants

Description

Event assistant implement and follow plans detailed by event managers and planners. They specialise in a part of the planning either the coordination of the catering, transportation, or the facilities.

The duties of an event assistant include, but are not limited to:

  • Coordinating with venue staff to ensure that facilities are correctly set up for an event
  • Coordinating with vendors to ensure that equipment or materials are delivered on time
  • Distributing marketing materials such as flyers or brochures to attendees at an event
  • Coordinating with sponsors to arrange for product placement or other advertising opportunities during an event
  • Recording attendance at events by scanning tickets or checking names against a list of registered guests
  • Collecting tickets from attendees at the door and checking IDs to ensure that only those who have purchased tickets are allowed inside
  • Setting up tables and chairs for events, as well as other tasks such as dusting or repairing broken items
  • Collecting donations at events and processing payments
  • Organizing and promoting special events such as galas, conferences, and concerts

Other titles

The following job titles also refer to event assistant:

events assistant
special event assistant
event coordinator
conference and event coordinator
conference and event assistant

Working conditions

Event assistants work in a variety of settings, including event venues, offices, and homes. They may work full time or part time, and their hours may vary depending on the event schedule.

Event assistants may work evenings and weekends to accommodate the event schedule. They may also travel to attend events or to meet with clients. The work can be fast paced and stressful, and event assistants must be able to handle last-minute changes and solve problems quickly. They must also be able to work well under pressure and be detail oriented.

Minimum qualifications

Event assistants are typically required to have a high school diploma or equivalent. Some employers may require an associate’s or bachelor’s degree in hospitality, event management or a related field. These programs teach event assistants the skills they need to plan and execute events, including marketing, budgeting, public relations, sales, hospitality and event management.

Many event assistants will receive on-the-job training from their new employer. This training will teach the event assistant how to perform their daily tasks and responsibilities. The training may also include how to use the event planning software the company uses.

Some event assistants may have previous experience in the event planning industry. This experience can help the event assistant learn the skills they need to perform their job duties.

ISCO skill level

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

  • the nature of the work performed in an occupation in relation to the characteristic tasks and duties
  • the level of formal education required for competent performance of the tasks and duties involved and
  • the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

Event assistant is a Skill level 3 occupation.

Event assistant career path

Similar occupations

These occupations, although different, require a lot of knowledge and skills similar to event assistant.

event manager
promoter
wedding planner
administrative assistant
fundraising assistant

Long term prospects

These occupations require some skills and knowledge of event assistant. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of event assistant with a significant experience and/or extensive training.

programme funding manager
promotion manager
post-production supervisor
rail operations manager
manufacturing cost estimator

Essential skills and competences

These skills are necessary for the role of event assistant.

  • Manage event structure installation: Plan and monitor the assembly of structures such as stages, connection to the electricity network, lighting and projection equipment. Make sure the employees work according to customer’s requirements and safety regulations.
  • Negotiate contracts with event providers: Negotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.
  • Promote event: Generate interest in an event by carrying out promotion actions, such as placing ads or distributing flyers
  • Select event providers: Evaluate and select the right providers of the right services, according to the customer’s specific requirements.
  • Obtain event permits: Obtain all permits that are legally necessary to organise an event or exhibition, e.g. by contacting the fire or health department. Make sure that food can be served safely and in accordance with all legal requirements.
  • Confer with event staff: Communicate with staff members at a chosen event site to coordinate details.
  • Process commissioned instructions: Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
  • Review event bills: Check event bills and proceed with the payments.
  • Organise event participants’ registration: Organise the official registration of event participants.
  • Organise on-site amenities: Ensure that necessary daily amenities for visitors, vendors, expositors, and public in general are given and functioning properly. Ensure provision of reception, parking, toilets, catering, and accommodation amenities.
  • Coordinate catering: Contact catering companies and shop around different providers in order to find the most suitable caterer for the event. Arrange and agree contracts with caterers for the provision of the service.
  • Solicit event publicity: Design advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.
  • Meet deadlines: Ensure operative processes are finished at a previously agreed-upon time.
  • Monitor event activities: Monitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems arise.
  • Arrange special events: Organise the necessary preparations for catering at special events such as conferences, large parties or banquets.
  • Maintain event records: Maintain records of every administrative aspect of an upcoming event, including financial details.

Optional knowledge and skills

Optional knowledge

This knowledge is sometimes, but not always, required for the role of event assistant. However, mastering this knowledge allows you to have more opportunities for career development.

  • Project management: Understand project management and the activities which comprise this area. Know the variables implied in project management such as time, resources, requirements, deadlines, and responding to unexpected events.

Optional skills and competences

These skills and competences are sometimes, but not always, required for the role of event assistant. However, mastering these skills and competences allows you to have more opportunities for career development.

  • Identify customer requirements: Apply techniques and tools, such as surveys, questionnaires, ICT applications, for eliciting, defining, analysing, documenting and maintaining user requirements from system, service or product.
  • Identify suppliers: Determine potential suppliers for further negotiation. Take into consideration aspects such as product quality, sustainability, local sourcing, seasonality and coverage of the area. Evaluate the likelihood of obtaining beneficial contracts and agreements with them.
  • Liaise with transportation companies: Establish relationships with transportation companies in order to negotiate advantageous agreements for the transport of goods and livestock.
  • Liaise with event sponsors: Plan meetings with sponsors and event organisers to discuss and monitor upcoming events.
  • Forecast catering services: Foresee the need, the quality, and the quantity of food and beverages for an event depending on its scope, objective, target group, and budget.
  • Manage budgets: Plan, monitor and report on the budget.
  • Liaise with local authorities: Maintain the liaison and exchange of information with regional or local authorities.
  • Visit suppliers: Visit local or international suppliers to get an accurate understanding of their services and report back to clients on that basis.
  • Quote prices: Refer to prices for the client by researching and estimating fare rates.
  • Process booking: Execute a booking of a place according to client’s requirement in advance and issue all appropriate documents.
  • Organise travel arrangements for staff: Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
  • Inspect event facilities: Coordinate event facilities acording to customer demands.
  • Liaise with advertising agencies: Communicate and cooperate with advertising agencies in transmitting the goals and specifications of the marketing plan. Liaise to develop an advertising and promotional campaign that represent the aim of the marketing plan.
  • Make logistical arrangements: Cooperate with coach operators, transport providers and accommodation providers in order to schedule transport, accommodation and activities.
  • Create event-specific menus: Develop menu items for special events and occasions such as banquets, conventions and catered business meetings.
  • Liaise with guest facilities providers: Communicate with hotel personnel, transport companies and other relevant services well before arrival and ensure everything is accurately planned beforehand.
  • Contact event speakers: Get in contact with different kinds of speakers for different kinds of events in order to book them and invite them to the event.
  • Organise facilities for office personnel: Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
  • Liaise with managers: Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
  • Negotiate buying conditions: Negotiate terms such as price, quantity, quality, and delivery terms with vendors and suppliers in order to ensure the most beneficial buying conditions.

ISCO group and title

3332 – Conference and event planners


References
  1. Event assistant – ESCO
  2. Event Assistant Job Description: Salary, Duties, & More – Climb the Ladder
  3. Featured image: Photo by Quyn Phạm from Pexels
Last updated on January 17, 2023

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