Service Provider: Event and Training Logistics at Fetola

Summary of the required service: 

• You will be accountable for managing and overseeing all travel and accommodation-related arrangements for our training workshops.
• This includes coordination of workshop-related activities, booking of conference facilities and accommodation, travel itineraries and ensuring a smooth and hassle-free travel experience.
• Overall, this crucial event and training logistics role ensures that our events and training workshops are well-organized, efficient, effective and that participants receive a great experience.

Service delivery expectations/duties:

Management of Event Logistics:

• Workshop registration and payment processes (ticketing)
• Flight bookings (bulk numbers up to 50 per event) – source & secure the best price, prepare itineraries for individual pax and act as the primary point of contact for travelers. Address travel-related concerns & travel emergencies.
• Print, package, and courier training materials to the venue– timely and cost-effective.

Hotel reservation, conference, and venue management:

• Source hotels & conference venues
• Manage contracts, maintain relationships, and negotiate best prices.
• Verify reservations and confirm check-in/check-out procedures with guests.
• Develop, communicate, and manage hotel briefs related to venue, sound, set up, catering etc.
• Set up venue according to brief – ensure learner manuals, branding and equipment is in place and to standard.
• Ensure continuous improvement and client satisfaction through feedback to hotels and venues.

Workshop Coordination:

• Manage on the day welcome and registration processes.
• Share agenda with hotel for smooth management of daily activities
• Resolve IT challenges, participant enquiries and liaise with hotel / venue support accordingly.
• Post workshops pack up and return courier to office.

Administration and reporting

• Post-training/ event report – including participant attendance, feedback, and outcomes, essential for evaluating the effectiveness of training initiatives.
• Updates to project plan – training and logistics

Service provider Requirements and experience:

• Experienced and reputable company specialising in end-to-end travel and hospitality management.
• 5+ years’ experience in managing and booking multiple flight bookings for travelers (groups vary from 5 to 50+ travelers)
• Utilises their networks and industry partnerships to secure cost-effective pricing and special rates.
• Ability and capacity to juggle multiple projects and responsibilities at the same time.
• Excellent organizational and time management skills.
• Ability to work well under pressure and handle unexpected issues.
• Proven ability to manage budgets, and to maximise return on spend.
• Strong communication and interpersonal abilities, providing good customer service – ability to maintain great and personalised customer service with our participants.
• Creative problem solver with attention to detail.