Overview
The Event Planner will support the organization and management of the West Africa Disaster Preparedness workshop, ensuring effective delivery of the event through coordination, logistics, and on-site implementation.
Key Responsibilities
- Support the overall design and approach of the event, including engagement methodology and thematic flow;
- Contribute to defining the structure of plenary sessions, breakout discussions, and marketplace exhibition modality;
- Support the operationalization of the event concept, including development of the detailed agenda and run of show, coordination with speakers, facilitators, and panelists, and preparation of event materials;
- Coordinate participant registration processes and communication materials;
- Support allocation of roles and responsibilities among organizing team members;
- Coordinate all logistical arrangements, including conference setup, AV and interpretation services, and marketplace/exhibition setup;
- Support identification and coordination of service providers;
- Monitor readiness of venue facilities, connectivity, and equipment;
- Support registration desk operations and participant management;
- Coordinate room setup and ensure alignment with agenda and seating plans;
- Liaise with venue staff on catering, AV, and interpretation services;
- Troubleshoot operational issues in real time;
- Support speakers, facilitators, and organizers during sessions;
- Oversee smooth functioning of the marketplace/exhibition area;
- Coordinate daily logistics across plenaries, breakout, and side activities;
- Support events close out activities;
- Design and/or support participant feedback and evaluation processes;
- Compile key logistical and operational notes, session inputs, and feedback into a consolidated report.
Required Experience
At least three (3) years of demonstrated leadership in high-level meetings and event planning is required. Experience in hybrid meeting/event technologies and companies capable of supporting high-level, complex meetings/events at scale fields is required. Experience working with international organizations or UN is desirable. Effective organizational skills and ability to handle the work in an efficient and timely manner is required.
Qualifications
Bachelor's degree in communications, Digital Production, Social Sciences, Event Management or related field is required.
