Events Manager Moses Kotane - Sun City Resort - South Africa
Sun International
Accountable for leading the Entertainment, Technical and Superbowl teams in the strategic planning and day-to-day management and delivery of Events Conferences and Sports, including events for the complex from venue and production management, to technical set-ups, logistics (including front of house), event planning and sourcing of suitable events and content aligned to the 'Mind and Mood' strategy, in line with Sun International standards, legislative requirements and regulations. The role will also be responsible for building and developing relationships with key stakeholders including impresarios, artistes, suppliers and entertainers; negotiating and structuring of deal sheets, asset management and venue sponsorship feasibilities with the aim of driving profitable footfall to the complex and maintaining the reputation of the business unit's brand as the entertainment and casino establishment of choice. Delivered Events / Entertainment Plans Collaborate with the Convention Centre Manager to build objectives and processes that will engage production houses in delivering entertainment productions and services in line with company standards Conduct an analysis of competitor product offerings and interpret the current customer needs and wants relevant to marketing mix and business objectives Monitor market trends to understand production / entertainment trends and brand relevance including product, pricing, and service provider offerings available in the market Monitor entertainment products, service offerings and displays throughout the complex venues to ensure standards are aligned with the "Sun" brand Make recommendations of improvements to products and service offerings in line with trends in the industry ensuring that the product offerings are relevant Recognize and provide insights /solutions on trends, barriers, risks and opportunities that may impact the success of the production Suggest marketing support initiatives to drive event attendance in collaboration with the marketing team Compile an annual complex events / entertainment plan and calendar for the business unit including events and entertainment that are relevant and aligned to both existing and potential new customers Oversee and manage the annual entertainment event/show calendar, plans and requirements for all complex venues Compile events proposals/deal sheets (including recommendations, project plans, feasibility and costings) for all events and entertainment Allocate resources for delivery of event and / or entertainment. Collaborate with the marketing team to provide marketing with the promoter/suppliers marketing and PR plans Ensure all events / entertainment collateral is briefed into marketing as per the creative work flow process to ensure each event is advertised across the identified platforms Compile a risk analysis for the plan / event, including alternative plans in the event of a crisis Identify relevant sensory stimuli as part of the 'Mind and Mood' sensory engagement identified by the business unit Events / Entertainment Management Oversee event set ups, technical riders including all other event related items to ensure in line with the business unit standards Source and approve suitable playlists, entertainers, props, decor and other related events / entertainment to ensure in line with the business unit standards Oversee the development and management of event and entertainment schedules and production plans Communicate objectives and production information to the team and key stakeholders to ensure delivery of the production against expectations Liaise with "visiting" production teams around their technical, stage and support staff requirements to ensure a seamless delivery at production Compile technical plans to deliver lighting, sound and stage requirements in line with expectations Collaborate with security to build and integrate security plans for the production/show Assist with the required technical duties (rigging, focusing, plotting, etc.), operating flying systems, basic stage work, operating lighting, sound and or AV equipment, etc. Hire or source any additional technical equipment requirements Organise and track the sourcing and storage of props, wardrobe and scenery requirements Be available to interact with production crew to build relationships, understand expectations and provide a hospitable experience for the lifespan of the show on site Implement responsibility check lists in line with contract for all service providers Conduct pre-event meetings and work with client and suppliers to understand the overall requirements for each event Be present during events and/or appoint a senior member of the team, to ensure a seamless execution in line with plans and resolve any escalated production issues Coordinate post-mortem feedback from operations and other stakeholders to evaluate the success and relevance of the entertainment / event offering Stakeholder Relationship Management Build the supplier base to meet strategic supply chain objectives for entertainment Manage the execution of internal communication messaging around entertainment events to ensure cohesive messaging is aligned to corporate brand and all correspondence is accurate and up to date Source and select new service providers to assist in meeting entertainment / event deliverables Communicate with promoters and suppliers with regards requirements for specific events / entertainment, leveraging relationships to optimise the event within the set budget Liaise with multiple departments in the co-ordination and execution of entertainment / events Participate in media launches and promote and answer questions around current events Set up debriefs with management post each event to evaluate the success thereof. Set up regular meetings with suppliers, stakeholders, sponsors and promoters to foster good working relations. Manage the relationships and provide support to entertainers and the production team throughout the contractual agreement period to ensure that planned benefits are achieved and sustained. Negotiate pricing to the mutual benefit of all parties. Obtain approval for itinerary from artist management and promoters. Conduct logistical arrangements as per itinerary i.e. transport, accommodation, food and beverage, technical riders, etc. Resolve any problems and queries in accordance with contract stipulations. Update partners on all event information Compliance Management Stay abreast of changing legislation relating to events and entertainment activities. Comply with the legislative policies and procedures that govern the safety of event management Communicate with freelance technicians and technical agencies to ensure standard operating procedures and service level agreements are achieved across all complex venues and facilities Implement sufficient control measures and checks (including equipment, systems and processes) within each department to mitigate any risk to the business. Conduct weekly walkabouts of all front of house and back of house areas to monitor compliance Oversee the inspections of all venues equipment including fire-exits, and testing of alarms in line with regulations Monitor compliance of technicians and production teams with regards to Fire, Health, Safety and Security regulations in line with group and unit standards, to address any areas of concern Facilities and equipment are maintained in accordance with group and unit standard operating procedures and reflect the attributes of the brand Maintains records on health and safety compliance documentation, inspections and audits. Monitor audit results and address any areas of non-compliance. Monitor the sourcing, storage, securing and asset management of operating equipment Collaborate with various stakeholders at the business unit to address and resolve areas of concern from a general operations perspective. Re-evaluate and update business continuity plans as and when changes are required to the 'battlebox' information. Organise and follow-up on a regular preventative maintenance schedule and necessary inspections of all technical equipment; handling any issues / risks identified. Organise proper storage facilities that are safe and secure. Budget Management Manage the Arena's Entertainment and event budget and expenses including: Develop and manage the department's annual budget Provide monthly input i.t.o revenue projection and actual expenditure to budget, revenue maximization activities and results (ROI) Cost management, to track and reconcile expenses to allocated budget Feasibility analysis for sponsorships and risk ventures CAPEX Financial reporting for the function including month end reports, forecast budgets and financial analysis, and other reports as required People Management Manage staff conditions of employment, eg attendance, absenteeism, leave, adherence to policies and procedures Manage productivities, rosters and payroll costs for the department. Identify employee training needs. Perform on the job training and coaching to close developmental gaps and build succession for a talent pipeline within the department. Manage employee relations within the department. Motivate and collaborate across departments to infuse engagement resulting in team effectiveness Conduct performance contracts, reviews and development plans. Provide efficient processes and resources to remove obstacles to performance. Recruit and resource for talent for positions within the department. Manage the on boarding of new staff members Arrange regular departmental meetings with actionable minutes Embed the Sun Way culture and CLEAR principles Experience Minimum of 10 years events planning and management experience for large scale entertainment and other events including 5 year in a management / supervisory role Track record in acquiring of relevant entertainment content aligned to various target markets Established network within the entertainment industry Exposure in the gaming industry is preferred Qualification Grade 12/ Matric 2 Year or 3 Year Diploma in Marketing / PR / Events Management Core behavioural competencies Planning and organising Decision-making skills with an ability to think on your feet in unanticipated situations Results driven Problem solving Attention to detail Working with information (agreements, laws, regulations, statistics) Customer centric Networking and relationship building Innovation and continuous improvement Conflict resolution Technical / proficiency competencies Major events planning and management Functionality of AV/ Sound equipment Functionality of Lighting and stage equipment Production Process Entertainment industry knowledge Entertainment Product offerings and standards Contract management Knowledge and application of legislation relating to Safety, Health and the environment Knowledge of Disaster Management act, SASREA, SAMPRA, SAMRO Risk Management
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