Job Description

Job title: Project Manager
Work Location: Cape Town, 7550
Reports to: Managing Director
Overall Responsibility: The Project Manager (PM) is responsible for overseeing all aspects of congress or conference planning, from concept to execution. This includes coordinating teams, managing budgets, logistics, and communication with stakeholders, while ensuring the event runs smoothly. The PM handles marketing, risk management, and compliance, ensuring the event meets its objectives and is executed efficiently. The PM is key to the successful delivery of the event, ensuring alignment with goals and expectations.
Key Responsibilities:
Event Planning and Coordination

• Work with subject matter experts (e.g., doctors, professors) to identify key topics and ideas for the program.
• Develop detailed event agendas and timelines, ensuring all content is aligned with event goals.
• Follow up with speakers, vendors, and other stakeholders to ensure timely delivery of materials and content.
• Coordinate the scheduling of sessions, workshops, and networking events.
• Monitor progress and ensure all components are on track for successful implementation.

Venue and Supplier Management

• Research and evaluate potential venues for suitability based on event requirements.
• Negotiate contracts with venue providers, ensuring cost-effectiveness and the best terms.
• Coordinate on-site checks and logistical arrangements at the venue.
• Source and select appropriate suppliers (e.g., catering, transportation, technical services).
• Negotiate contracts with suppliers and ensure services are delivered as agreed.

Budget and Financial Management

• Develop an initial event budget based on anticipated costs and revenue.
• Track all financial transactions and ensure that expenditures stay within the allocated budget.
• Monitor cash flow and manage payments for all event-related services.
• Produce regular financial reports detailing budget status, costs, and discrepancies.
• Ensure financial targets are met while maintaining quality and event objectives.

Marketing and Communication

• Develop and implement marketing strategies to promote the event and increase attendance.
• Work closely with graphic designers to create marketing materials (e.g., brochures, posters, social media content).
• Oversee the construction and content updates of the event website.
• Coordinate email marketing campaigns, newsletters, and promotional materials.
• Engage with social media platforms and manage outreach to potential attendees.
• Monitor marketing campaignsa?? effectiveness and adjust strategies as needed.
• Logistics and Operations
• Oversee the arrangement of catering services, ensuring proper meal plans and dietary considerations.
• Coordinate the setup and management of audiovisual requirements for the event.
• Manage transportation and accommodation for speakers, VIPs, and attendees.
• Ensure all necessary equipment and services are available on-site (e.g., technical equipment, signage, registration desks).
• Coordinate and manage the eventa??s social activities, including evening events, tours, and other group activities.
• Speaker and Program Management
• Coordinate the selection and confirmation of speakers for each session.
• Manage abstract submissions and ensure timely review and communication with presenters.
• Develop and finalize the technical program, ensuring content and timing are aligned with event goals.
• Organize speaker preparation sessions, providing speakers with all necessary materials and guidelines.
• Coordinate the logistics of workshops, field trips, and other specialized programming during the event.

Exhibition and Sponsorship Management

• Source potential exhibitors and sponsors, negotiate contracts, and secure commitments.
• Manage all aspects of exhibition planning, including booth design and logistics.
• Coordinate the setup and breakdown of exhibition displays.
• Work closely with sponsors to ensure their requirements are met and their visibility is maximized.
• Track sponsorship deliverables and ensure they are executed on schedule.

Registration and Database Management

• Set up and manage the eventa??s registration process, ensuring a smooth user experience for attendees.
• Maintain and update attendee databases, ensuring data accuracy and completeness.
• Manage online registration platforms, including monitoring registrations and payments.
• Ensure timely processing of registrations, cancellations, and changes.
• Provide event updates and reminders to registered participants.

On-Site Event Management

• Oversee the day-to-day operations of the event, ensuring everything runs smoothly.
• Supervise the management of the registration desk, speakera??s preparation room, and other key areas.
• Manage event staff and volunteers, ensuring everyone knows their roles and responsibilities.
• Ensure all logistical elements are in place, including technical setups, catering, signage, and speaker coordination.
• Troubleshoot any issues that arise during the event, ensuring a seamless experience for attendees.

Post-Event Evaluation and Reporting

• Collect feedback from attendees, speakers, and sponsors to assess event success and identify areas for improvement.
• Analyze financial performance and compare actual costs against the budget.
• Provide a detailed report to stakeholders, highlighting key achievements and areas for future development.
• Summarize event outcomes, including attendance numbers, financial data, and stakeholder satisfaction.
• Ensure proper follow-up with sponsors, speakers, and attendees, expressing gratitude and maintaining relationships for future events.

Compliance and Documentation

• Ensure compliance with all relevant legal, safety, and regulatory requirements related to the event.
• Keep accurate records of all contracts, payments, and correspondence throughout the event lifecycle.
• Archive all event materials, including marketing content, presentations, and speaker details.
• Maintain a thorough documentation system for future reference, helping streamline the planning process for subsequent events.
• Ensure all required permits and licenses are obtained before the event.

Minimum Education and/or Work Experience Requirements:
Education:

• Bachelora??s degree in business administration, Event Management, Hospitality, Marketing, or a related field.
• Project Management Certification (e.g., PMP, PRINCE2) is preferred but not mandatory.
• Optional: Mastera??s degree in project management or a specialized field may be preferred for senior-level positions.

Work Experience:

• 3-5 years of experience in project management, event planning, or conference organization.
• Experience in managing large-scale conferences or events with multiple stakeholders.
• Demonstrated experience in budgeting, financial management, and cost control for events.
• Proven track record of managing cross-functional teams (e.g., marketing, logistics, suppliers, technical teams).
• Experience in vendor negotiations and contract management.
• Knowledge of event marketing, attendee management, and sponsorship sales.
• Experience in virtual and hybrid events (in addition to traditional in-person events) is a plus.
• Strong understanding of compliance, legal, and regulatory requirements for large events.

Skills/Competencies Required:

• Leadership and Organizational Skills
• Communication
• Problem-Solving and Critical Thinking
• Budget and Financial Management
• Attention to Detail
• Negotiation and Contract Management
• Technical Proficiency
• Stakeholder Management
• Marketing and Promotion
• Risk Management
• Adaptability and Flexibility
• Client and Customer Focus
• Strategic Thinking

Please note if you do not hear from us within 3 weeks, kindly note that your application was unsuccessful.A

Skills Required