As Scala is growing and organizing more and more events, we are looking for an enthusiastic and organized Event Coordinator to join our EMEA marketing team. In this role, you will assist in planning and executing trade shows, Scala-branded events, and other important organizational gatherings. Your responsibilities will include coordination, logistics, and communication tasks to deliver a smooth experience for attendees and employees while maintaining our high company standards for event quality and effectiveness.

Your Responsibilities

Event Registration & Communication

• Send out the invitations by Pardot and event platforms together with Sales Teams; Manage the attendee registration platform, ensuring a smooth user experience and addressing any issues that arise; Manage attendee communication, including pre-event information, booking confirmations;
• Het registratieplatform voor deelnemers beheren, zorgen voor een soepele gebruikerservaring en eventuele problemen oplossen;
• De communicatie met deelnemers beheren, inclusief informatie voorafgaand aan het evenement en boekingsbevestigingen.

Supplier & Venue Coordination

• Identify, negotiate, and oversee contracts with key suppliers to obtain competitive rates and excellent service; Collaborate with the Scala design team and stand construction company to source event furniture, décor, and materials, ensuring consistency with event branding and themes; Maintain regular communication with suppliers to monitor delivery timelines, installation progress, and overall quality standards.
• Werk samen met het Scala-designteam en het standbouwbedrijf om meubilair, decor en materialen voor evenementen te vinden en zorg voor brand consistentie;
• Contact onderhouden met leveranciers om leveringstijden, installatievoortgang en algemene kwaliteitsnormen te controleren.

Event Operations & On-Site Management

• Assist in organizing event activities, including scheduling, coordinating entertainment, and managing vendor relationships. Supervise on-site event materials and equipment, collaborating with samples and event coordinators to guarantee readiness and availability. Support the setup of local event elements, such as registration desks, signage, décor, and merchandise displays.
• Toezicht houden op materialen en apparatuur voor events op locatie, het verkrijgen en beoordelen van samples en ervoor zorgen dat deze gereed en beschikbaar zijn;
• Ondersteunen bij het opzetten van lokale branding, zoals registratiebalies, bewegwijzering, decor en displays.

Administrative Support

• Handle administrative responsibilities for events, including supplier coordination, processing purchase requests (PR/PO), managing invoices, and tracking expenses; Work alongside the Scala logistics team to oversee the sourcing, ordering, and on-time delivery of marketing materials for events; Support budget monitoring and reporting to ensure financial accuracy and transparency.
• Werk samen met het logistieke team van Scala om toezicht te houden op de inkoop, bestelling en tijdige levering van marketingmaterialen voor events;
• Ondersteuning van budgetbewaking en rapportage om financiële nauwkeurigheid en transparantie te garanderen.

Event Analysis & Reporting

• Gather and evaluate feedback from attendees and stakeholders to identify areas for improvement in future events. Maintain detailed records of event expenses, attendance figures, and performance metrics for comprehensive post-event reporting.
• Gedetailleerde gegevens bijhouden over eventuitgaven, bezoekersaantallen en performance cijfers voor een uitgebreide rapportage na afloop van het event.