Activations and Events Coordinator

6 months ago

Cape Town, South Africa a Popular Bunch Full time

**Company overview**:
A Popular Bunch is a leading full-service experiential agency situated in Johannesburg, South Africa. Celebrated for our innovative flair, we craft immersive and memorable experiences by harmoniously blending creativity, technology, and strategic thought. Our compact, yet high-performing team, boasts a wealth of talent spanning creatives, strategists, and event specialists. Entrusted by some of the world's foremost consumer brands, our forte lies in conceiving everything from vast interactive installations to arresting pop-up activations. Deeply rooted in understanding consumer behavior and ignited by storytelling, we architect unparalleled experiences that foster profound ties between brands and their desired audiences. Our unparalleled proficiency in delivering captivating experiences has solidified a Popular Bunch's standing as a beacon in the experiential marketing arena. Our headquarters and expansive production warehouses reside in Johannesburg, yet our reach extends throughout South Africa.

**Responsibilities**:
Contacting the outlets and organising a site visit with the outlet: This involves reaching out to potential event locations (outlets) and coordinating visits to assess their suitability for the promotional event.

**Setups and strike downs**: Setting up and dismantling the event area, including equipment, decorations, and promotional materials.

**Organising crew for setup and strike down**: Hiring and managing a team responsible for assembling and disassembling the event setup.

**Sourcing elements**: Procuring all necessary materials and resources required for the event, such as props, equipment, and promotional materials.
Ensure elements of each brand well organised, uniform included: Ensuring that all brand elements and materials are well-organised and presented uniformly to maintain a consistent brand image.

**Promoter communication**: Managing communication with event promoters, including providing instructions and updates related to the event.
Booking activation staff (promoters, bartenders and supervisor): Hiring the required staff for the event, which may include promoters, bartenders, and supervisors.
Training promoters (connect teams, feedback forms and digital journey): Providing training to the promotional team, including guidance on how to engage with customers, collect feedback, and utilise digital tools for the event.

**Creating connect team schedule for promoters and supervisors**: Developing a work schedule for the promotional team and supervisors to ensure adequate coverage during the event.

**Activation visits**: Visiting the event location(s) to oversee and ensure that the promotional activation is proceeding as planned.

**Sorting promoter uniform and iPad kits**: Organising and distributing uniforms and equipment, such as iPads, to the promotional team.

**Printing/creating delivery notes**: Preparing delivery notes or documents necessary for the event, which may include instructions for suppliers or staff.

**Picking and managing loading elements**: Overseeing the loading and transportation of event materials and equipment to the event location.

**Purchasing alcohol and garnish where applicable**: Procuring alcoholic beverages and garnishes if they are part of the event's offerings.

**Managing data and iPads**: Managing data and iPads used for digital activities during the event, ensuring they are functioning properly and securely.
These responsibilities collectively ensure that a promotional event runs smoothly and that all logístical, staffing, and organisational aspects are well-coordinated.

**Required**:
Minimum of three years in the events or activation space

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