Stawi Experiences is an Employee Experience and Events Agency dedicated to helping companies unlock their fullest potential through Connection, Empowerment, and Alignment.

The Event Coordinator is responsible for planning and executing the operational aspects of events, including venue sourcing, vendor coordination, décor, and production management. This is a field-heavy role that requires attention to detail, strong coordination skills, and the ability to stay calm and effective under pressure.

Key Responsibilities

Venue Sourcing and Management

• Research, evaluate, and secure venues for events and team-building activities
• Conduct site visits and assess suitability based on client requirements
• Negotiate pricing and manage venue bookings
• Coordinate all venue-related logistics

Vendor Coordination and Negotiation

• Source and manage vendors including catering, AV, transport, décor, and entertainment
• Negotiate pricing within approved budgets
• Ensure vendors deliver to agreed quality standards
• Maintain records of vendor performance for future use

Décor and Event Styling

• Support the development of event themes and décor concepts
• Source materials and coordinate setup
• Supervise décor execution on-site to ensure alignment with the brief

Production and Agenda Management

• Develop detailed run sheets outlining timelines, cues, and responsibilities
• Coordinate production elements including audio-visual setup, lighting, and music
• Work with speakers, facilitators, and MCs to ensure smooth flow of the event
• Ensure all activities run according to schedule

On-Site Execution

• Lead event setup and coordinate all on-ground activities
• Manage vendors during execution and address issues in real time
• Ensure a smooth experience for clients and participants
• Oversee event teardown and close-out processes

Reporting and Administration

• Maintain task lists and update project management systems
• Track event progress and key milestones
• Prepare post-event reports including budget reconciliation and vendor feedback

Requirements

• 3–6 years of experience in event coordination, production, or hospitality
• Proven experience managing events or supporting event delivery end-to-end
• Strong organisational and time management skills
• Experience working with vendors and managing logistics
• Ability to work under pressure and handle multiple tasks simultaneously
• Strong communication and coordination skills
• Diploma or degree in events management, hospitality, communications, or a related field

• Research, evaluate, and secure venues for events and team-building activities
• Conduct site visits and assess suitability based on client requirements
• Negotiate pricing and manage venue bookings
• Coordinate all venue-related logistics
• Source and manage vendors including catering, AV, transport, décor, and entertainment
• Negotiate pricing within approved budgets
• Ensure vendors deliver to agreed quality standards
• Maintain records of vendor performance for future use
• Support the development of event themes and décor concepts
• Source materials and coordinate setup
• Supervise décor execution on-site to ensure alignment with the brief
• Develop detailed run sheets outlining timelines, cues, and responsibilities
• Coordinate production elements including audio-visual setup, lighting, and music
• Work with speakers, facilitators, and MCs to ensure smooth flow of the event
• Ensure all activities run according to schedule
• Lead event setup and coordinate all on-ground activities
• Manage vendors during execution and address issues in real time
• Ensure a smooth experience for clients and participants
• Oversee event teardown and close-out processes
• Maintain task lists and update project management systems
• Track event progress and key milestones
• Prepare post-event reports including budget reconciliation and vendor feedback

• Strong organisational and time management skills
• Experience working with vendors and managing logistics
• Ability to work under pressure and handle multiple tasks simultaneously
• Strong communication and coordination skills

• Diploma or degree in events management, hospitality, communications, or a related field