Event Operation Specialist

2 weeks ago

Bonifacio Global Metro Manila, Philippines GAVIN VENTURES, INC. Full time
Job Summary

The Onsite Event Operations Specialist is responsible for executing offline/physical events on the ground, ensuring smooth event setup, real-time coordination, audience engagement support, and proper distribution of event materials and prizes. This role works closely with Event Team, Marketing, Vendors, and Venue Management to ensure all event activities are delivered on time, within brand standards, and with strong operational control.


Key Responsibilities
A) Event Execution (Onsite Operations)
  • Execute onsite event operations based on approved event plan and run-of-show (ROS)

  • Coordinate real-time event workflow, including:

  • crowd flow & registration/entry

  • onsite engagement activities (games, lucky draw, raffle)
  • prize redemption / claiming process
  • Ensure onsite staff understand their roles and execute tasks properly
B) Setup, Logistics & Venue Coordination

  • Prepare and manage onsite setup:

  • booth/stage setup, banners, standees, LED screens, sound system (vendor coordination)

  • event props, table setup, registration counters, prize display area

  • Coordinate with venue admin for:

  • permits, electricity, internet/WiFi, security, loading/unloading schedules

  • Manage event logistics, including:

  • transport of event items

  • inventory tracking (materials, giveaways, prizes)
C) Onsite Materials & Inventory Control

  • Manage and safeguard all event materials:

  • printed materials, leaflets, posters, merch, giveaways, premium prizes

  • Maintain proper inventory records:

  • event item check-in/check-out logs

  • daily consumption and remaining stocks
  • Prevent losses, misdistribution, or unapproved prize releases
D) Registration, Documentation & Reporting

  • Manage onsite registration flow (manual or digital):

  • verify participant eligibility (if applicable)

  • collect basic information and ensure data accuracy

  • Document event process with photos/videos:

  • setup before/after

  • crowd engagement
  • prize distribution proof

  • Prepare post-event report:

  • attendance estimation

  • prize distribution summary
  • issues encountered + action items
E) Coordination & Issue Handling

  • Act as the main onsite point-of-contact for:

  • vendors (booth contractor, sound system, printing)

  • hosts/performers
  • venue management

  • Handle onsite incidents promptly:

  • equipment malfunction

  • crowd issues
  • missing items
  • last-minute changes
  • Escalate critical issues to Event Lead/Manager

Required Qualifications
  • At least 1 year experience in event execution / field operations / promotions
  • Strong coordination and execution skills (hands-on, detail-oriented)
  • Comfortable working outdoors / traveling / standing long hours
  • Good communication skills with vendors and venue personnel ( English/ Taglog/Mandarin)
  • Able to work under pressure and tight timelines
  • Basic reporting skill (Google Sheets / Excel is a plus)

Preferred / Nice to Have
  • Experience in casino / iGaming / gaming roadshows
  • Experience handling prize claiming / raffle management
  • Familiar with event documentation workflows and proof requirements
  • Experience working with influencers/hosts/stage programs
  • Knowledge of basic event safety, crowd control, and emergency handling

Work Conditions
  • Onsite and field-based work only
  • Weekends / holidays may be required (depending on event schedule)
  • Long hours during setup and peak event periods

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