Role Overview

The events coordinator will be responsible for the planning, coordination, and execution of a wide range of institutional events, while also providing operational support to the marketing department and other internal stakeholders. This role requires a highly organised, proactive individual who can manage multiple projects simultaneously, liaise with service providers, and support internal engagement initiatives across the organisation.

Duties and Responsibilities:

Event Planning & Coordination

• Plan, organise, and execute all Belgium Campus iTversity events, including but not limited to:

o Bridging School 

o Orientation Week 

o Fun Day

o Academic Opening

o Forward Facing Fridays 

o Open Days 

o Industry Connect days 

o Graduation 

o Winter School 

o Esports events 

o Staff Socials 

o Team buildings across all departments 

o Year-end functions 

o Alumni events

o International week events

o Student-facing events such as Freshers and De-stress days 

• Initiate event planning well in advance to ensure sufficient lead times (approximately three months where possible) for approvals, budgeting, supplier sourcing, and stakeholder alignment.

• Develop detailed event plans, timelines, and checklists for each event.

• Conduct dry runs and ensure all technical, logistical, and operational requirements are tested prior to events where applicable.

Budget Management & Procurement Support

• Source multiple quotations where required and submit documentation timeously to avoid procurement or payment delays.

• Liaise with suppliers and venues to negotiate competitive pricing while ensuring quality and service standards.

• Maintain an up-to-date supplier and vendor directory to support efficient sourcing.

Marketing & Cross-Departmental Support

• Provide support to the marketing department.

• Collaborate closely with the academic department to support industry engagement initiatives, including assisting partner companies in identifying and sourcing suitable student or graduate candidates for available positions within their organisations.

• Assist departments with sourcing and procuring quotations for marketing and promotional materials, including but not limited to:

o Street pole advertising

o Signage

o Branded materials and event collateral

• Liaise with suppliers, service providers, and vendors to obtain competitive pricing and ensure quality delivery.

Stakeholder Communication & Coordination

• Engage stakeholders early to align on objectives, roles, and deliverables.

• Schedule and facilitate regular planning meetings with internal departments and service providers.

• Provide clear, documented action points and progress updates throughout the planning lifecycle.

• Ensure timely, professional communication and respond to emails and requests promptly to prevent delays.

Staff Engagement & Internal Initiatives

• Coordinate and source staff gifts and internal appreciation initiatives for special occasions, including:

o Valentine’s Day

o Winter warmer initiatives

o Staff birthdays

o Other employee recognition events

• Ensure timely procurement, packaging, and distribution of staff gifts in line with budgets.

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Post-Event Debriefing & Continuous Improvement

• Facilitate post-event debrief sessions after each event to evaluate outcomes, successes, and challenges.

• Document lessons learned and ensure improvements are incorporated into future planning.

• Review areas such as:

o Marketing and invitations

o Attendance and engagement

o Programme flow and activities

o Technical and logistical execution