Event Management Specialist

To plan, coordinate, and execute the full range of events for Al Madina Azarqa, including corporate launches, press conferences, community events, exhibitions, sponsor ships, CSR activations, and stakeholder engagements. The Events Management Specialist is responsible for the end-to-end operational delivery of events - from concept coordination and vendor management through to on-site execution and post-event reporting - in line with plans approved by the Director of Marketing and Communications.

The role requires a hands-on events professional who is organised, detail-oriented, and capable of managing multiple events simultaneously while maintaining consistently high brand and quality standards.

• Support the Director of Marketing and Communications in developing the annual events calendar, providing input on timelines, logistics requirements, and vendor options.
• Coordinate all pre-event planning activities including venue sourcing, supplier briefing, collateral preparation, and internal stakeholder alignment.
• Develop and maintain detailed event project plans, timelines, run-of-show documents, and task checklists for each event, ensuring all work streams are tracked and on schedule.
• Prepare event briefs and coordinate with relevant internal departments to confirm attendance, speakers, AV requirements, branded materials, and other event needs.
• Liaise with the marketing team to ensure event branding, invitations, signage, and communications are produced and delivered on time and to brand standards.
• Maintain an up-to-date events tracker covering all upcoming, in-progress, and completed events, accessible to the Director of Marketing and Communications at all times.
• Source, brief, and coordinate event agencies, venues, production companies, AV suppliers, caterers, printers, and other vendors for each event.
• Obtain and evaluate vendor quotations, preparing comparison summaries and recommendations for review and approval.
• Manage day-to-day communication with all event vendors and suppliers, ensuring timely delivery of services, materials, and technical requirements.
• Review and track vendor contracts, purchase orders, and service agreements, flagging any discrepancies or risks.
• Monitor vendor performance throughout the event lifecycle, addressing issues promptly and escalating unresolved matters to the Director as required.
• Maintain a vetted and up-to-date database of preferred vendors, agencies, and venues to support efficient planning for future events.

• Lead on-site event coordination and management, serving as the primary point of contact for vendors, venue staff, and internal teams on the day of each event.
• Oversee event set-up and breakdown, ensuring all physical and technical elements are in place, on-brand, and functioning as planned prior to guest arrival.
• Manage guest registration, seating arrangements, VIP protocols, and on-site hospitality in line with the event plan and guest profile.
• Coordinate speaker and presenter logistics including scheduling, briefing, AV requirements, and on-site support throughout the event.
• Monitor event flow against the run-of-show, making real-time adjustments as needed and keeping the Director of Marketing and Communications informed of any developments.
• Ensure all health, safety, and access requirements are in place and adhered to throughout the event in coordination with venue management.

• Coordinate the logistics and operational delivery of corporate events including product launches, investor briefings, government stakeholder engagements, press conferences, and VIP site visits.
• Manage guest lists, formal invitations, RSVP tracking, and seating plans for corporate and high-protocol events, ensuring appropriate arrangements for senior officials and VIP guests.
• Liaise with relevant government entities, protocol offices, and community representatives to ensure compliance with official event protocols and expectations where applicable.
• Coordinate with the PR and communications team to ensure media presence, coverage logistics, and event messaging are aligned…