Prize Coordinator
As the Prize Coordinator, you'll work under the Head of Logistics and the Head of Sponsor & Exhibitor Relations to ensure the smooth coordination of all prizes for SMASH!. Your role is to be the bridge between different departments and exhibitors, helping to manage the expectations of all internal stakeholders while coordinating the distribution of prizes. You’ll also be responsible for working with the Exhibitor team before and during the convention to gather, track and store all prizes securely and coordinate their distribution to ensure that everything runs smoothly.
Pre-Convention Prize Coordination:
- Work with each department to collate and understand their prize needs before any deals with exhibitors are finalised.
- Relay prize requirements to the appropriate Account Coordinators and ensure they have the necessary details to lock in agreements with exhibitors.
- Manage expectations with internal departments by clarifying what types of prizes we can and cannot secure.
- Provide reminders to each Account Coordinator ahead of the convention to ensure they double-check and confirm the exact prizes that exhibitors have committed to.
On-The-Day (OTD) Logistics:
- Friday: Work directly with the Head of Logistics and the Exhibitor team to manage and organise the physical collection and secure storage of all prizes, ensuring that nothing is misplaced and the prize area remains organised.
- Saturday: Follow up on any uncollected prizes and ensure that all outstanding prizes are accounted for.
- Prize Distribution: Oversee and coordinate the distribution of prizes, ensuring that each department receives the correct items at the right time. Your highly organised nature will be key in making sure that everything runs smoothly.
To be successful for the role we're looking for the following skills!
Essential Skills & Knowledge, Experiences, Qualifications
- Exceptional organizational skills and attention to detail.
- Strong communication and coordination abilities.
- Ability to manage expectations and liaise between multiple departments and external exhibitors.
- Comfortable with logistical management and coordinating prize distribution on event days.
- Problem-solving and decision-making skills, especially under pressure.
Desirable Skills & Knowledge, Experiences, Qualifications
- Previous experience in event coordination, especially with giveaways or prize management.
- Knowledge of or experience in the anime, pop culture, or entertainment industries.
- Familiarity assisting with conventions or large-scale events.