Event Management Services

7. Event Management Services

Kenya Community Victoria (KCV) seeks a highly organized, experienced, and proactive Event Management Team or Coordinator to oversee the full execution of Tamaduni Festival 2025. The selected provider will be responsible for managing operations on the day, ensuring that the event runs smoothly, safely, and on schedule from setup to pack-down.

Scope of Work:

• Pre-Event Planning & Coordination
  Attend planning meetings with KCV Events Team prior to the festival date.
  Assist in reviewing the event run sheet, vendor placement, and site layout plan.
  Confirm readiness of service providers (vendors, entertainment, logistics, décor, AV, etc.)
  Coordinate a site inspection prior to the event to finalize setup zones, signage placements, entry/exit flow, and key infrastructure (waste points, first aid, security).

• Event Day Operations (23 August 2025 | 2:00 PM – 11:00 PM)
  Oversee and manage full-day operations, from vendor arrival and setup to pack-down and final site clearance.
  Lead a dedicated event crew, assigning roles for stage management, crowd control, sanitation, transport, emergency protocols, etc.
  Ensure all vendors and performers arrive on time and are directed to the correct areas.
  Monitor timing against the event schedule; coordinate with MCs, DJ, and performers to keep activities flowing seamlessly.

• Floor Management
  Supervise the flow of guests across different zones: entrance, stage area, vendor section, kids’ corner, and VIP area.
  Troubleshoot real-time issues that arise (technical, safety, delays) with diplomacy and prompt action.
  Communicate via radios or walkie-talkies for fast coordination across the venue.

• Security Oversight
  Liaise with hired security personnel to manage crowd control, safety, and access to restricted areas.
  Ensure safe and unobstructed emergency exits, and support lost and found or missing persons protocols.
  Coordinate first aid services and be aware of all risk mitigation strategies outlined in the event safety plan.

• MC & Program Liaison
  Act as the primary point of contact for the MCs and performers, ensuring they are briefed and ready before their segments.
  Alert MCs to real-time changes or delays in the schedule and provide support for transitions.

• Compliance & Safety Monitoring
  Ensure that vendors and service providers are operating in compliance with Victorian health, food safety, and electrical safety standards.
  Confirm that tagged and tested equipment is in place where required (sound, lighting, food prep).
  Maintain a checklist of compliance documents and certificates (public liability, food handling, etc.).

Post-Event Responsibilities

• Coordinate the orderly dismantling of all setups (stages, tents, stalls, décor).

• Ensure all hired equipment is returned and accounted for.

• Conduct a brief debrief session with KCV to provide insights, challenges, and recommendations for future events.

• Submit a short event management report (optional but preferred).

Additional Expectations

• Be present at the venue a minimum of 3–4 hours before the event for setup supervision.

• Bring your own tools and team (if applicable) for logistical execution.

• Must possess strong leadership, communication, and multitasking skills in fast-paced environments.

• Prior experience in managing large community or multicultural events is highly desirable.