Program and Event Organizer

Summary:


We're searching for a creative, ambitious, and meticulous Event/Project Coordinator to join our dynamic team at Flytime Promotions. In this position, you'll be at the core of conceptualizing and executing memorable experiences—from our signature in-house events to custom productions for high-profile clients.
You'll bring order to the creative chaos, transforming concepts into impactful, well-executed events that embody our brand's excellence. Whether it's a sold-out concert, a product launch, or an exclusive industry gathering, you'll oversee it all with flair, strategy, and composure under pressure. Success in this role requires being an expert project manager, effective collaborator, and adaptable problem-solver.


Your Role in the Spotlight:

Event Strategy & Creative Planning


Spearhead the planning and execution of internally curated experiences (concerts, festivals, parties) and corporate events (album launches, conferences, activations).
Work with internal teams and clients to establish event goals, target audience, and KPIs.
Propose innovative, theme-driven event concepts that showcase Flytime's cutting-edge approach.
Develop proposals, budgets, and timelines customized for each event.


Vendor & Partner Coordination


Identify and manage vendors, from venue providers to A/V teams, decorators, and entertainers.
Handle contract negotiations and ensure high-quality service delivery.
Foster strong professional relationships with all third-party collaborators.


Guestlist Database Management


Oversee and organize the centralized guestlist database for all Flytime events.
Classify contacts (VIPs, clients, media, etc.) and ensure up-to-date information.
Employ in-house guestlist tools to handle RSVPs, check-ins, and post-event follow-up.
Ensure data handling complies with privacy regulations.


Event Logistics & On-Site Management


Manage event setup, technical coordination, venue design, safety compliance, and more.
Provide on-site leadership during events and resolve issues in real-time.
Oversee event breakdown and ensure the venue is restored to optimal condition.


Marketing & Promotion Support


Work with the Marketing Team to boost event visibility and generate excitement.
Oversee registration platforms and coordinate attendee communication.


Post-Event Insights & Reporting


Conduct post-event assessments, gathering feedback from clients and stakeholders.
Suggest improvements for future projects based on lessons learned.


Venue Management


Manage internal and client venue bookings, avoiding scheduling conflicts.
Ensure the space is always prepared for events, safe, and fully operational.
Communicate with maintenance and technical teams for upkeep and upgrades.
Act as the primary contact for venue-related logistics during events.


Project Coordination


Maintain strict event timelines, align resources, and keep teams informed.
Identify potential risks and delays early, and adapt with composure.
Manage multiple events simultaneously with poise, determination, and excellent organization.


What You Bring to the Table:


3+ years of experience coordinating events in the entertainment or production industry.
Robust project management skills and expertise.
Bachelor's degree in Event Management, Hospitality, Marketing, or a related field (preferred).
Strong vendor negotiation and relationship-building abilities.
Exceptional organizational, multitasking, and time management skills.
A talent for creative concepts and delivering high-impact experiences.
Familiarity with event technology, guestlist tools, and industry trends.
Willingness to work evenings, weekends, and travel as required.