Event Coordinator – Exhibitions & Conferences - Dubai, United Arab Emirates

About the position

The role of the Event Coordinator is to ensure smooth running of the event within the set budget. Event Coordinator manages all the logistics and communicates with speakers, sponsors, delegates, venue and other external suppliers as well as with other departments within the company prior, during and post-event.

Key Performance Indicators:

  • Smooth running of the event
  • All communication with speakers and sponsors dealt with in a punctual and professional manner
  • Main liaison for all event operations including venue and supplier procurement
  • Final costs within set budgets
  • Participants Feedback

Main Duties & Responsibilities


  • Liaise with hotels and other event venues – negotiate and contract
  • Correspond in a professional manner with high-level speakers once they have confirmed their participation at an event and coordinate their travel & accommodation arrangements, obtaining their course materials and their audio-visual requirements
  • Coordinate with Sponsors/Exhibitors to ensure they are provided with the logistics information, contracted benefits are understood and taken care of
  • Create exhibition manuals
  • Liaise with suppliers for equipment and technical support
  • Source suppliers for event needs at new event locations
  • Organise site visits, tours, cocktail receptions, gala dinners
  • Preparation of materials to be used during the event (print badges, lists, delegate packs, certificates)
  • Maintain budgets and prepare final costs for each event
  • Adhering to the duties and deadlines as set out by the event checklist


  • Interaction with speakers, sponsors and delegates
  • Coordination with on-site personnel and other resources to ensure the smooth running of the event:
  • room set-up
  • stage build
  • audio-visual
  • food & beverage
  • registration


  • Liaise with other departments when required
  • Promote good customer care
  • Perform any other duties commensurate with the grade and level of responsibility
  • Willingness to work longer than normal office hours when required
  • Ability and willingness to travel
  • Practice good time management

Who are we looking for?

Background Knowledge & Experience


  • Fluent in written and spoken English
  • Related industry/event knowledge
  • Minimum 3 years previous experience of exhibition & conference organisation
  • Numerate and competent working with budgets
  • Computer literate and proficient in the use of Microsoft Word, Excel and PowerPoint
  • Strong negotiation skills
  • Flexible and adaptable to working in a fast-paced and changing environment and within a team

Behavioural Competencies & Job Standard:

The job holder must be able to demonstrate the following competencies:

  • Honest and trustworthy
  • Cultural awareness and sensitivity
  • Flexible and adaptable
  • Strong negotiation skills
  • Result driven
  • Effective communication
  • Customer focus
  • Decision making
  • Attention to detail and accuracy
  • Strong organisational ability
  • Teamwork
  • Ability to multi task
  • Interpersonal skills
  • Time management

Interested? Let us know!

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