Job Description & How to Apply Below
We are looking for an organized, energetic, and people-oriented Delegate Coordinator to support the planning and execution of events, conferences, exhibitions, and corporate gatherings. The role involves coordinating with delegates, speakers, clients, vendors, and internal teams to ensure a smooth and professional event experience from registration through completion.
Key Responsibilities
Coordinate delegate registration, confirmations, invitations, and attendance tracking.
Act as then primary point of contact for delegates before, during, and after events.
Handle delegate queries through phone, email, and other communication channels.
Maintain accurate delegate databases, contact details, and event records.
Coordinate travel, accommodation, transportation, and other delegate requirements when applicable.
Support the preparation of delegate kits, badges, welcome materials, and event documentation.
Coordinate with speakers, VIP guests, clients, vendors, and internal teams to manage event requirements. Assist with event check-in, registration desks, seating arrangements, and on-ground delegate management.
Monitor event schedules and ensure delegates are guided to the appropriate sessions, meetings, or activities.
Support the team in resolving last-minute delegate issues and on-ground challenges.
Follow up with delegates for confirmations, feedback, and post-event requirements.
Prepare basic reports related to registrations, attendance, participation, and delegate feedback.
Ensure a high-quality delegate experience and maintain professional communication throughout the event lifecycle.
Be available to travel and work flexible hours, including weekends or extended hours, during events when required.
Required Skills
2-5years of experience in event management, delegate coordination, conferences, exhibitions, hospitality, or a related field.
Experience in speaking to CXOs from Large enterprises, Marcom & corp com teams. Excellent verbal and written communication skills.
Strong coordination and interpersonal skills.
Good organizational and time-management abilities.
Comfortable handling multiple tasks and deadlines simultaneously.
Proficiency in MSOffice/Google Workspace and basic database or registration tools.
Ability to remain calm and solution-oriented in a fast-paced event environment.
Professional appearance and a customer-service-oriented approach.
Willingness to travel and work flexible hours based on event requirements
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