A reputable Organisation seeks the services of an Event Coordinator for three (3) days training program in Accra.

Job Description:

Day 1:

• As soon as you arrive at the venue – make sure the package with training material is collected from the hotel. The package consists of the Company’s folders, name tags, pens, USB’s, delegates certificates, business card form and attendance sheet.
• Go to the meeting room and Make sure the seating arrangements are in a class room style. Check the projector, screen is installed. Make sure the flip chart with markers are set in the room.
• Make sure a table with chair is placed in the meeting room for the trainer for placing his laptop etc.
• Introduce yourself to the trainer. Assist the trainer for any help required to set up the laptop with the projector.
• Delegate Registration: As soon as the meeting room set up is looked into. Set the registration table. Place the attendance sheet on the table for acquiring the delegate signatures.
• Welcome the delegates. Take the delegate signatures on the attendance sheet on each day of the event.
• Collect business cards from each delegate (compulsory). If delegates have not carried their business cards, please have them fill their information on the business card form. Attached is a copy of the business card for your reference just to make sure you know what it looks like.
• As soon as the delegate signs the attendance sheet and hands over the business card, Handover one BII welcome kit with one pen and one USB drive to the each delegate. Also hand over their respective name tags to each delegate.
• Make sure the break timings are followed as per the course schedule by coordinating with the trainer and the hotel banquets team. Make sure the coffee breaks and lunch are arranged as per the schedule.
• Help trainer for any assistance required during the training.
• Stay in constant touch with the event coordination team through WhatsApp / calls if required on all the days of the meeting.
• Share the fully signed attendance sheet of day 1 and the business cards and filled business card form with the event coordination team before end of day 1.
• Coordinate with trainer and click a group picture at the end of day 1 and share the same with the event coordination team.

Day 2:

• Ensure the meeting room is set up like day 1
• Smile and welcome the trainer and delegates.
• Get the signature from all delegates under day 2 in the attendance sheet.
• Assist trainer if any help required during the training.
• Share the updated attendance sheet of day 2 with the event coordination team.

Day 3:

• Ensure the meeting room is set up like day 1 & 2
• Smile and welcome the trainer and delegates.
• Get the signature from all delegates under day 3 in the attendance sheet.
• Assist trainer if any help required during the training.
• Handover the delegate certificates to the trainer for his signature.
• Click a group photograph and individual photographs with the certificate handover with a mobile phone and share the same with the event coordination team.
• Coordinate with trainer to ensure all delegates fill the feedback form on the last day of the event before they go for the exam. Collect filled feedback forms from the participants.
• Send a mail to the coordination team with the below scanned documents after the training:

1. Final Attendance sheet with all 3 days signatures of delegates.
2. Business cards
3. Business card forms
4. Filled Feedback forms from participants. Scan them and then hand over to the trainer.
5. All photographs shot during the event.

• Always keep the event coordination team updated of all events happening in the event.