Special Event Coordinator

Position Title

Special Event Coordinator

Reports To

Event Director / Head of Operations

Location

Abuja, Nigeria (Hybrid with on-site event responsibilities)

Employment Type

Volunteer / Contract (Project-Based)

Position Overview

The TEDxMaitama Special Event Coordinator is responsible for planning, coordinating, and executing all special events associated with TEDxMaitama beyond the main conference. This includes the Speakers' Welcome Dinner, VIP receptions, networking sessions, partner appreciation events, salon events, workshops, community gatherings, volunteer appreciation events, and other exclusive experiences that strengthen the TEDxMaitama ecosystem.

The coordinator ensures that every event reflects TEDx standards of excellence while delivering exceptional experiences for speakers, partners, attendees, sponsors, volunteers, and special guests.

Key Responsibilities

Event Planning & Execution

• Develop comprehensive plans for all TEDxMaitama special events.
• Coordinate event timelines, logistics, budgets, and operational plans.
• Ensure every event aligns with the TEDxMaitama brand, values, and experience standards.
• Oversee event setup, execution, and post-event breakdown.

VIP & Speaker Experience

• Coordinate hospitality for speakers, VIPs, government officials, sponsors, and special guests.
• Organize the annual Speakers' Welcome Dinner.
• Coordinate exclusive networking experiences.
• Ensure seamless guest arrivals, seating, and protocol.

Venue Management

• Identify and coordinate suitable venues.
• Conduct venue inspections and walkthroughs.
• Coordinate venue setup requirements.
• Liaise with venue management teams.

Vendor Coordination

• Source and manage vendors including:
• Catering
• Décor
• Entertainment
• Photography
• Audio-visual services
• Furniture
• Transportation
• Security
• Event rentals
• Negotiate pricing where applicable.
• Ensure vendors meet agreed service standards.

Logistics Management

• Coordinate transportation and guest movement.
• Manage registration and guest check-in.
• Coordinate event schedules and run sheets.
• Oversee event signage and branding.
• Ensure smooth event flow.

Sponsor & Partner Activation

• Coordinate sponsor visibility during special events.
• Ensure sponsorship benefits are properly delivered.
• Manage partner hospitality experiences.
• Coordinate VIP networking opportunities.

Budget Management

• Develop event budgets.
• Monitor expenditures.
• Ensure cost-effective event delivery.
• Prepare post-event financial reports.

Team Coordination

• Recruit and supervise event volunteers.
• Coordinate ushers and hospitality teams.
• Conduct pre-event briefings.
• Assign responsibilities during events.

Risk & Compliance

• Develop contingency plans.
• Coordinate emergency procedures.
• Ensure compliance with venue regulations.
• Maintain health and safety standards.

Guest Experience

• Design memorable attendee experiences.
• Coordinate guest communications before events.
• Resolve guest concerns professionally.
• Gather attendee feedback for continuous improvement.

Post-Event Evaluation

• Conduct post-event reviews.
• Prepare event performance reports.
• Document lessons learned.
• Recommend improvements for future events.

Qualifications

• Bachelor's degree in Event Management, Hospitality, Marketing, Business Administration, Public Relations, or a related field.
• 3–5 years of experience coordinating corporate events, conferences, exhibitions, or high-profile functions.
• Experience managing VIP events is an advantage.
• Experience working with nonprofits or international conferences is desirable.

Required Skills

• Excellent event planning and coordination skills
• Strong project management abilities
• Exceptional organizational skills
• Budget management
• Vendor negotiation
• Time management
• Stakeholder management
• Hospitality management
• Risk assessment and problem-solving
• Communication and interpersonal skills
• Leadership and team coordination
• Attention to detail
• Ability to work under pressure
• Excellent customer service orientation

Technical Competencies

• Microsoft Office Suite
• Google Workspace
• Event management software
• Project management tools (Asana, Trello, ClickUp, Monday.com)
• Registration and ticketing platforms
• Zoom and virtual event platforms
• Budget tracking tools
• CRM systems (preferred)

Key Performance Indicators (KPIs)

• Successful delivery of all special events on schedule.
• Guest satisfaction rating of 90% or higher.
• Speaker and VIP satisfaction ratings.
• Vendor performance and service quality.
• Budget adherence.
• Sponsor activation success.
• Volunteer coordination effectiveness.
• Event attendance targets achieved.
• Zero major operational disruptions.
• Timely completion of post-event reports.

Core Competencies

• Event Excellence
• Hospitality
• Strategic Planning
• Leadership
• Relationship Building
• Attention to Detail
• Professionalism
• Creativity
• Adaptability
• Initiative
• Accountability
• Teamwork
• Integrity
• Calmness under pressure

Working Relationships

The Special Event Coordinator works closely with:

• Convener
• Event Director
• Head of Operations
• Partnership & Sponsorship Team
• Speaker Relations Team
• Hospitality Team
• Protocol Team
• Marketing & Communications Team
• Volunteer Management Team
• Production Team
• Security Team
• Venue Management
• Sponsors and Strategic Partners

Success Profile

A successful TEDxMaitama Special Event Coordinator creates exceptional experiences that extend beyond the main conference, ensuring every touchpoint—from intimate networking sessions to high-profile VIP receptions—reflects the quality, professionalism, and impact of the TEDx brand. The ideal candidate is highly organized, detail-oriented, resourceful, and passionate about delivering memorable events that strengthen relationships with speakers, partners, sponsors, volunteers, and the wider TEDxMaitama community.

<