The Foundation for a Sustainable Society, Inc. is looking for an event coordinator who will assist in the planning, coordination, and execution of logistical, technical and operational aspects of the 36th FSSI General Assembly.
Those interested should submit a letter of interest with their curriculum vitae (for individual contractor) or company profile (for registered business) via email to fssi@fssi.com.ph on or before 11 April 2025,
We will reply to short-listed contractors by 16 April 2025, and will provide them with more information on the engagement and on the next steps in our selection process.
I. Scope of Work
The Event Coordinator will undertake the following responsibilities:
A. Pre-Event Responsibilities
- Venue Coordination:
- Liaise with the hotel to arrange function room setup, stage design, registration area, lighting, and sound system.
- Coordinate food and beverage requirements with the hotel catering team.
- Ensure all necessary technical equipment (projectors, microphones, screens, etc.) is available and operational.
- Production of Event Collaterals:
- Design and produce participant identification cards (IDs), certificates, and other necessary materials.
- Ensure timely printing and distribution of collaterals before the event.
- Arrangement of Non-Hotel Equipment (if needed):
- Identify and procure additional technical or logistical equipment required for the event.
- Arrange for delivery, setup, and removal of such equipment as needed.
B. Event-Day Responsibilities:
- Technical Support and Coordination:
- Act as the point of contact with hotel staff for any operational concerns.
- Oversee and manage the operation of sound systems, projectors, microphones, and other AV equipment.
- Speaker and Moderator Assistance:
- Provide cues and guidance to moderators and speakers to ensure smooth transitions between sessions.
- Monitor and manage session timing to prevent delays and ensure adherence to the schedule.
- General On-Site Support:
- Ensure all event components are functioning as planned.
- Address and resolve any on-the-spot logistical or technical issues that arise.
II. Deliverables:
- Pre-event coordination with the hotel, suppliers, and speakers.
- Production and distribution of event collaterals.
- Proper setup and functioning of all necessary equipment.
- On-the-day logistical and technical support.
- Post-event equipment dismantling and return of rented materials.
III. Reporting and Coordination
The Event Coordinator will report to designated FSSI staff and provide regular updates on the preparations.
IV. Duration of Engagement
The engagement will begin from the planning stage and continue through the execution of the event until the completion of post-event activities.
V. Qualifications and Experience
- Proven experience in event planning and management, particularly corporate events of 50-100 pax.
- Strong coordination and organizational skills.
- Technical knowledge of event AV and sound systems.
- Excellent communication and problem-solving abilities
