In 2004, a new kind of company was started – one that would redefine the role of entertainment and public relations. Years later, we continue to push the boundaries of what entertainment, branding, and PR can do. Grounded by our core values and strengthened by our independence, we help clients communicate, engage, and build relationships with their stakeholders. Flytime Promotions has developed and evolved to provide our clients with the most modern solutions for their event’s needs.
Overview:
- We’re on the hunt for a creative, driven, and detail-obsessed Event/Project Coordinator to join our powerhouse team at Flytime Promotions. In this role, you’ll be at the heart of designing and delivering unforgettable experiences—from our signature in-house events to bespoke productions for high-profile clients.
- You’ll bring structure to the creative chaos, turning ideas into impactful, well-executed events that reflect our brand’s excellence. Whether it’s a sold-out concert, a product launch, or a private industry affair, you’ll manage it all with style, strategy, and calm under pressure. Success in this role means being a master project manager, strong collaborator, and agile problem-solver.
Your Role in the Spotlight:
Event Strategy & Creative Planning
- Drive the planning and execution of internally curated experiences (concerts, festivals, parties) and corporate events (album launches, conferences, activations).
- Collaborate with internal teams and clients to define event goals, target audience, and KPIs.
- Pitch creative, theme-driven event concepts that reflect Flytime’s innovative edge.
- Draft proposals, budgets, and timelines tailored to each event.
Vendor & Partner Coordination
- Source and manage vendors, from venue providers to A/V crews, decorators, and entertainers.
- Negotiate contracts and ensure quality service delivery.
- Maintain strong professional relationships with all third-party collaborators.
Guestlist Database Management
- Maintain and organize the centralized guestlist database across all Flytime events.
- Categorize contacts (VIPs, clients, media, etc.) and ensure real-time updates.
- Utilize in-house guestlist tools to manage RSVPs, check-ins, and post-event follow-up.
- Ensure data-handling complies with privacy regulations.
Event Logistics & On-Site Management
- Oversee event setup, technical coordination, venue design, safety compliance, and more.
- Provide on-ground leadership during events and trouble-shoot in real-time.
- Supervise event breakdown and ensure the venue is returned to optimal condition.
Marketing & Promotion Support
- Collaborate with the Marketing Team to amplify event visibility and hype.
- Manage registration platforms and coordinate attendee communication.
Post-Event Insights & Reporting
- Conduct post-event evaluations, collecting feedback from clients and stakeholders.
- Recommend enhancements for future projects based on learnings.
Venue Management
- Coordinate internal and client venue bookings, preventing scheduling overlaps.
- Ensure the space is always event-ready, safe, and fully operational.
- Liaise with the maintenance and technical teams for upkeep and upgrades.
- Serve as the go-to person for venue-related logistics during events.
Project Coordination
- Keep event timelines tight, resources aligned, and teams informed.
- Identify potential risks and delays early, and pivot with poise.
- Handle multiple events at once with grace, grit, and great organization.
What You Bring to the Table:
- 3+ years of experience coordinating events in the entertainment or production space.
- Strong project management skills and expertise.
- Bachelor's degree in Event Management, Hospitality, Marketing, or a related field (preferred).
- Strong vendor negotiation and relationship-building skills.
- Excellent organizational, multitasking, and time management abilities.
- A flair for creative concepts and delivering high-impact experiences.
- Knowledge of event tech, guestlist tools, and industry trends.
- Willingness to work evenings, weekends, and travel as needed.
Method of Application
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