Event Coordinator

Miwa Events is seeking an experienced and highly organized Events Producer for a 5-month contract to be based in Bangkok, Thailand. The ideal candidate will serve as our on-the-ground point of contact/fixer, ensuring the seamless execution of our events by securing venues, hotel rooms, and transportation. Proficiency in both Thai and English is essential for this role.

Key Responsibilities:

Venue Management:

• Identify, evaluate, and secure appropriate venues for various events.
• Negotiate contracts with venue operators to obtain the best terms and conditions.
• Conduct site visits and inspections to ensure venue suitability and compliance with event requirements.

Accommodation Coordination:

• Arrange hotel accommodations for event participants, securing high-quality lodging at competitive rates.
• Manage room blocks, negotiate group rates, and handle rooming lists.
• Ensure smooth coordination of check-in and check-out processes for all guests.

Vendor Management:

• Manage relationships with vendors providing audiovisual (AV) services, merchandise, printing, and other event-related services.
• Negotiate contracts and service agreements with vendors to ensure high-quality services at competitive prices.
• Oversee the setup and breakdown of the venue, ensuring that all technical aspects of the events run smoothly.
• Coordinate the production and distribution of event merchandise and printed materials, ensuring timely delivery and adherence to quality standards.
• Monitor vendor performance and address any issues or discrepancies promptly to maintain service standards.

Transportation Logistics:

• Coordinate transportation services, including airport transfers, shuttle services, and local transportation.
• Ensure timely and efficient movement of participants between venues, hotels, and other event locations.
• Liaise with transportation providers to secure reliable services at competitive rates.

Stakeholder Communication:

• Act as the primary point of contact for all event-related inquiries and logistics in Bangkok.
• Maintain clear and regular communication with event stakeholders, including vendors, partners, and internal teams.
• Provide timely updates on event progress and address any issues that arise promptly.

Budget Management:

• Manage event budgets effectively, ensuring all expenses are within the allocated budget.
• Track and report on expenditures, providing detailed financial summaries as needed.

Problem Solving:

• Anticipate and address potential issues that could impact the success of the events.

Implement contingency plans to mitigate risks and ensure smooth event execution.

Qualifications:

• Fluency in both Thai and English (spoken and written) is required.
• Proven experience in event production, venue management, and logistical coordination.
• Strong negotiation skills and the ability to secure favorable terms with vendors.
• Excellent organizational and project management skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong communication and interpersonal skills.
• Familiarity with the local event industry and knowledge of suitable venues and service providers in Bangkok.
• Experience serving the web3 ecosystem a plus.

To Apply:

Please submit your resume and a cover letter detailing your relevant experience and explaining why you are the ideal candidate for this role. Applications can be sent to [email protected].