Events Manager

2 months ago

Cape Town, South Africa Vivo Group Full time

**Event Project Manager - Cape Town**

**Please read the below before applying**
- Must be in Cape Town as travelling to on-site on the day of the Event is required.

**1. Project Planning and maintenance**
- Define scope and deliverables with curators. Establish clear scope boundaries, including the exhibition’s size, scale, themes, and target audience.
- Create project timeline and develop a detailed schedule with milestones, deadlines, and key tasks.
- Budget Planning.
- Coordinating and scheduling relevant stakeholder engagement (Directorate, staff, service providers, and external parties) in consultation with the relevant curator.
- Managing schedules over lifetime of project and ensuring on time delivery of tasks and work packages.

**2. Exhibition Design and Development coordination**
- Work closely with curators and designers to develop exhibition concepts and scope that align with client’s goals and audience engagement strategies.
- Coordinate and facilitate design meetings to ensure alignment with the scope, budget, and objectives, and obtain necessary approvals from client stakeholders, including Senior Management.
- Coordinate and facilitate the development of exhibition content within established timelines, including labels, texts, interactive elements, multimedia, and educational resources (if any).

**3. Procurement and Supplier Management**
- Coordinate and facilitate all procurement processes as required. This includes developing and managing the quote and selection process for all required procurement in accordance with the PFMA.
- Facilitate the sourcing and procurement of materials and equipment needed for the exhibition. This includes but is not limited to exhibit design, fabrication, installation, case design and build, lighting, and audiovisual needs.
- Manage suppliers and oversee production for required services including but not limited to graphic design, print, hanging services, audiovisual or digital interactives installations, planning layout documentation, and commissions.
- Facilitate and arrange final sign-off of all production elements with the Chief Curators prior to supplier final payments and work package completion.
- Ensure that suppliers adhere to the agreed timelines, quality standards, and budget constraints.

**4. Exhibition Fabrication and Installation coordination**
- Coordinate the production schedule and fabrication of exhibit elements, ensuring they meet agreed design and quality specifications and are delivered on time.
- Coordinate and when necessary, **supervise the installation of exhibits (on-site)**, including display cases, graphics, lighting, and interactive components, and ensure proper layout (in consultation with the Chief Curator of Exhibition Design and Production).
- Identify potential risks related to installation (e.g., delays, damages, safety issues) and develop potential contingency plans to mitigate them. Prior to implementation, these plans would need approval from the Chief Curators.
- Ensure that quality assurance is implemented across project/s. This includes coordinating and facilitating final checks and walkthroughs with the Chief Curator (and other necessary parties) of the exhibition before opening, ensuring all elements are correctly installed and functional.
- Document deliverables and ensure that design plans, safety certifications (if any), warranties, installation records, and client's exhibition reporting documentation and close-out report, are documented and completed.

**5. Budget Tracking**
- Track and monitor project expenses against the budget, ensuring cost controls are in place and variances are addressed promptly.
- Provide regular financial reports to Project Curator detailing project spending, commitments, and forecasting.

**6. Marketing and Public Relations Support**
- Work with the Curator and the client's Advancement team to align promotion efforts with exhibition openings, important milestones or events, ensuring consistent messaging.
- Assist in planning and managing the exhibition's opening event, including guest coordination, entertainment and catering, media relations, and logístical support.

**Qualifications & Experience**
- 5 years or more experience in Project Management & Implementation
- Diploma or Degree in Project management certification/qualification (PMP certification and advantage)
- 5 Years of experience working within the confines of the PFMA on a project.

**Job Type**: Part-time

Pay: Up to R20 000,00 per month

**Education**:

- Diploma (required)

**Experience**:

- Project Manegement in Events: 5 years (required)
- of working within PFMA (Public Sector): 5 years (required)

License/Certification:

- PMP (preferred)

Application Deadline: 2024/09/12

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