The Special Events Assistant working in a corporation assists in the development and implementation of special events, promotions, and projects. These might be planned on behalf of the corporation for its employees or for the local community. Special events and promotions are executed for a number of reasons. It is important for all corporations to enhance the public image of their company and to make it more visible in a positive manner. Companies also like to build the morale of their employees, honor them for special achievements, and give them incentives for doing even better work.
The individual may be required to sit in on planning sessions when the coordinator and management decide that a special event or program will take place. He or she may then brainstorm individually or with the group and come up with a variety of ideas and concepts for events. The individual is often responsible for writing a preliminary proposal for the events that will take place. He or she will probably be required to do research in order to accomplish this. The individual may call or write to obtain a variety of price quotes on locations, decorations, supplies, and food. The assistant may go to libraries, trade associations, and bookstores to find information on similar events or to get fresh ideas for new or innovative projects.
He or she may make calls, write letters, or physically visit a variety of locations. Depending on whether the event will be held locally, in another city, or possibly even in another country, the individual may have to do quite a bit of traveling. Once a number of locations are chosen, the individual may have to check which are available for the dates and times of the events. The coordinator often gives the assistant a checklist of duties to perform for each event. These might include checking on invitations, decorations, speaker’s podiums, lighting, and audiovisual equipment.
The assistant may help coordinate all activities of events from their inception through the planning stage and up to the time of the actual event. Even then the individual’s duties may not end. He or she may be responsible for writing or assisting in the writing of a report on the effectiveness of the event. Individuals might be required to help plan any type of program from a press conference to a holiday party. He or she might also plan receptions for employees who have been honored, gala dinners, sales meetings, conferences, and conventions.
He or she may be responsible for finding people, places, and items necessary for making the event a success. This could include caterers, hosts, hostesses, costumers, and props. The individual may help the coordinator locate and rent or buy chairs, tents, and stages. Depending on the type of function, the individual may have to find gifts and incentive awards for participants. They may have giveaways such as T-shirts, watches, and mugs designed with the corporate logo. The assistant may screen entertainment and help the coordinator choose the best talent. He or she may be responsible for checking to make sure that all contracts contain the appropriate information and are sent or delivered, returned signed, and filed properly.
At times the assistant may be required to write press releases about the event. These may be written prior to and after the program. Depending on his or her experience and responsibilities, the assistant may also arrange for media interviews, feature stories, articles, and photo opportunities during all parts of the event. The individual may also be responsible for assisting with the copy, graphics, or layout for programs, booklets, flyers, leaflets, and/or brochures about the program. Everything that the assistant does is designed with the intention of helping the coordinator put together an outstanding, novel, and creative event that will be received and remembered favorably.
He or she is usually expected to attend all special events, projects, and promotions. These might take place at night or on weekends. The individual rarely receives a great deal of recognition for his or her part in the promotion. If it is a success, most of the credit will go to the coordinator. The Special Events Assistant is responsible to the special events coordinator, if there is one. If not, he or she might be responsible to the director of public relations, marketing, or promotion, depending on the structure of the company.
Factors in salary variance include the experience, skills, and responsibilities of the individual and the size, location, and prestige of the corporation. Large corporations often start an individual with a relatively low salary and increase it after he or she has proven him- or herself.
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