Event Coordinator - Operations

Event Coordinator – OperationsJob SummaryThe Event Coordinator – Operations will be responsible for coordinating the planning, preparation, and on-site execution of exhibitions and events. The role will work closely with venues, contractors, suppliers, exhibitors, and internal teams to ensure that all operational requirements are completed accurately and on schedule.The ideal candidate should have strong exhibition operations experience, particularly with Dubai World Trade Centre (DWTC), and should be able to read, understand, and prepare exhibition floor plans using AutoCAD.Key ResponsibilitiesEvent & Exhibition OperationsCoordinate the operational planning and execution of exhibitions and events.Support all stages of events, including pre-event planning, build-up, event days, and dismantling.Coordinate with Dubai World Trade Centre (DWTC) regarding venue requirements, rules, approvals, access, and operational arrangements.Coordinate with contractors, suppliers, exhibitors, and service providers to ensure timely completion of work.Conduct regular site visits and monitor event preparation and build-up activities.Ensure booths, registration areas, signage, furniture, equipment, and other event requirements are prepared according to approved plans.Monitor on-site activities and ensure work is completed according to required standards and timelines.Handle operational issues during build-up and event days and coordinate solutions promptly.Floor Plans & AutoCADRead, interpret, and prepare exhibition floor plans and layouts.Create and modify floor plans using AutoCAD.Understand booth dimensions, aisle widths, entrances, exits, registration areas, service areas, storage areas, and other operational spaces.Coordinate with the design and operations teams to ensure floor plans are practical and meet venue requirements.Make adjustments to layouts based on exhibitor requirements and operational needs.Ensure final layouts are accurately reflected on-site.Logistics & CoordinationCoordinate event-related deliveries, transportation, loading/unloading, equipment, and materials.Coordinate access requirements, passes, permits, and site arrangements with relevant teams.Follow up with suppliers and contractors on delivery schedules and completion of work.Assist with managing temporary staff, volunteers, registration teams, and event support staff where required.Maintain operational checklists, schedules, floor plans, supplier details, and event documentation.Event-Day ResponsibilitiesProvide on-site operational support throughout the event.Monitor registration, exhibitor areas, visitor areas, signage, facilities, and other operational requirements.Coordinate with venue teams, security, housekeeping, contractors, and suppliers when required.Respond quickly to operational issues and ensure they are resolved with minimal disruption.Ensure all teams are aware of their responsibilities and event schedules.Post-EventCoordinate dismantling and removal of event materials and equipment.Ensure suppliers and contractors complete their assigned work properly.Report operational issues, delays, and challenges to management.Prepare basic post-event operational reports and provide recommendations for future events.RequirementsMinimum 3-5 years of experience in event or exhibition operations.Previous experience working with Dubai World Trade Centre (DWTC) is mandatory.Strong knowledge of exhibition and event operations, including build-up and dismantling.Good working knowledge of AutoCAD.Ability to read, interpret, and design exhibition floor plans.Ability to understand booth dimensions, layouts, walkways, entrances, exits, and operational areas.Experience coordinating with venues, contractors, suppliers, exhibitors, and service providers.Strong organizational, coordination, communication, and problem-solving skills.Ability to manage multiple tasks and work under pressure.Willingness to work flexible and extended hours during event build-up and event days.Proficiency in Microsoft Office and basic reporting/documentation.UAE exhibition and events industry experience is preferred.Key SkillsExhibition & Event OperationsDWTC CoordinationAutoCADFloor Plan Design & InterpretationVendor & Contractor ManagementEvent LogisticsSite CoordinationProblem Solving