WHAT DOES AN EVENT SPECIALIST DO?

Updated: Jun 12, 2025 - The Event Specialist manages event planning, coordination, and execution to align with business objectives, including sales and marketing campaigns. Event logistics, such as registration, speaker management, sponsorship, and trade show coordination, are organized in collaboration with vendors and suppliers. The specialist also maintains policies, procedures, and records while ensuring customer service excellence and effective post-event evaluations.

A Review of Professional Skills and Functions for Event Specialist

1. Event Specialist Essential Functions

  • Client Management: Take client inquiries and manage the process
  • Execution Management: Manage key client executions on the ground and create reports
  • Campaign Planning: Work closely with the Head of Events to plan the execution of future campaigns
  • Time Management: Work with strict timelines and respond professionally
  • Customer Service: Ensure providing a consistently outstanding level of customer service
  • Problem Resolution: Resolve any client issues in a professional way
  • Performance Reporting: Measure and report to the Head of Business on all key performances
  • Safety Management: Ensure the safety of clients at all times
  • Team Development: Develop and train junior members of the team
  • Sales Support: Support the sales and marketing teams

2. Event Specialist Role Purpose

  • Event Planning: Plan, manage, and execute conferences, meetings, and special events
  • Stakeholder Management: Liaise directly with partners and stakeholders at all levels within the firm
  • Collaboration: Collaborate with internal clients and share industry best practices and trends
  • Logistics Coordination: Coordinate all logistical aspects of events
  • Contract and Budget Management: Take responsibility for venue sourcing, contract negotiation, review, and approval, cost projection, and budget analysis
  • Event Management: Responsible for online registration/event management (event)
  • Venue and Setup Management: Take responsibility for rooming lists, meeting room set-ups, audiovisual requirements, catering arrangements/menu selection
  • Transportation and Registration Management: Responsible for ground transportation arrangements and on-site registration
  • Vendor Coordination: Coordinate internal resources and external vendors such as rentals, décor, event staff
  • Supplier and Vendor Management: Take responsibility for onsite supplier and vendor management
  • Post-Event Evaluation: Be responsible for event debriefing and budget reconciliation

3. Event Specialist General Responsibilities

  • Collaboration: Work closely with the sales and customer success teams to create physical and digital event programs to drive acquisition and retention
  • Event Planning: Plan, organize, and coordinate Ekos’ presence at industry trade shows and events to increase the visibility of the brand and drive leads to the sales pipeline
  • Virtual Event Management: Virtual event program, including securing and managing virtual events hosted by industry associations and Ekos
  • Relationship Building: Build strong relationships with key industry associations to maximize the company’s membership investments
  • Logistics and Communication: Organize event logistics, sponsorships, and pre/post-event communications
  • Conference Management: Manage the Eko annual user conference to help drive brand loyalty and customer retention
  • Design Collaboration: Work with a graphic designer to create branded event assets, print or digital sales collateral, and promotional material
  • Promotional Material Management: Manage and constantly evolve the company’s branded promotional material inventory
  • Event and Sponsorship Planning: Create and maintain an annual plan for industry events and association memberships/sponsorship opportunities
  • Coordination: Coordinate with multiple team members, partners, customers, and vendors
  • Budget and ROI Management: Manage budget and key metrics for assigned activities to drive ROI

4. Event Specialist Key Accountabilities

  • Event Planning: Participate in all planning, coordination, and execution of the business unit’s objectives
  • Committee Support: Support member committee meetings and process for call for papers
  • Campaign Development: Develop sales and marketing campaigns
  • Event Coordination: Coordinate event management activities such as registration, speaker acquisition and management, trade show management, sponsorship program, evaluation, etc.
  • Vendor Collaboration: Collaborating with external vendors and suppliers, managing all logistics associated with the event
  • Venue Management: Take responsibility for booking the location
  • Event Evaluation: Plan, involve, and post-event evaluate trade show participants
  • Policy and Record Maintenance: Maintain event policies, procedures, data, and records
  • Customer Service: Act as a customer service representative for all event activities
  • Marketing Material Preparation: Prepare, summarize, and brief marketing material and collateral

5. Event Specialist Roles and Details

  • Event Execution: Coordinate and execute strategic events (physical and virtual) that engage, inform, and/or reward Woolworths’ staff and suppliers
  • Administrative Support: Work with the Buying and Replenishment Delivery and Support team to provide administrative and communications support
  • Event Coordination: Coordinate and execute activities to deliver physical and virtual events for internal teams and suppliers
  • Relationship Building: Assist organizations in delivering phenomenal events that build business relationships, generate excitement, and amplify awareness
  • Event Conceptualization: Conceptualize event themes, prepare and manage event timelines, coordinate technical aspects
  • Budget and Scope Management: Understand and work within the event scope, budget, invoice tracking, KPIs, catering, venues
  • Event Documentation: Create and maintain event briefing documents, including scope, requirements, timelines, and critical paths
  • Financial Management: End-to-end management of the financial aspects, such as budget, forecasts, contracts, and payments
  • Post-Event Analysis: Post-event reviews - create, distribute, collate results, and share findings with relevant stakeholders
  • Diary and Date Management: Diary Management for the events, and signoff across the team. Liaise with company PAs to lock in dates for major events
  • Content Review: Content collation and review including video production, supporting materials e.g. slides, booklets, printed assets, etc
  • Stakeholder Management: Work with internal and external stakeholders, including Event Management companies, venues, IT, and Woolworth's teams to manage expectations and deliver desired outcomes
Relevant Information
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What Does An Event Assistant Do?
What Does An Event Do?
What Does An Event Coordinator Do?