Event Travel

2 days ago

Melbourne, Victoria, Australia Buscojobs Full time

The Company :

This brilliant Events Agency is fueled by passion and creativity to create exceptional brand experiences for clients. Based in Melbourne, they are looking for an experienced Event Travel & Logistics Lead to join their team on a temporary basis to support the production and delivery of an upcoming large-scale event.

Position Terms :

  • 4 Month Contract : Start at the end of Oct, finish at the end of Feb
  • Hybrid Working
  • Day rate plus super
  • ABN is essential

The Role :

The Event Travel & Logistics Manager is responsible for managing all guest travel, accommodation, and on-site logistics for the upcoming event, ensuring a seamless and high-quality experience from invitation to post-event wrap-up.

Key Responsibilities include:

  1. Oversee external travel agent to arrange flights.
  2. Plan and book ground transportation requirements.
  3. Manage hotel bookings, including room requirements, room lists, room drops, and check-in / check-out planning.
  4. Create and distribute detailed itineraries to all guests.
  5. Manage guest travel enquiries before and during the event.
  6. Oversee design and production of travel-related assets such as luggage tags and airport signage.
  7. Send, monitor, and manage invitations and RSVP list, tracking guest responses and preferences.
  8. Plan and manage all guest logistics during the event.
  9. Engage, brief, and manage the on-site travel logistics team.
  10. Oversee airport arrivals and departures, including meet-and-greet services.
  11. Manage luggage organisation and transportation.
  12. Handle client and guest travel enquiries or changes on-site.
  13. Manage travel-related suppliers such as travel agencies, coach companies, and hotels.
  14. Reconcile travel arrangements and costs.
  15. Manage accounts payable for all travel suppliers.
  16. Complete final client reporting on travel logistics and outcomes.

The Candidate :

The successful candidate will have previous experience in coordinating travel logistics, ideally within the events industry. This role requires excellent organisational skills, attention to detail, and the ability to manage multiple suppliers and moving parts under tight timelines.

  • Strong skills in end-to-end travel coordination, including flights, hotels, ground transport, luggage, and guest itineraries.
  • Excellent supplier management skills, with the ability to liaise with travel agents, transport providers, and hotels.
  • Experience in hotel & accommodation management, including handling large room blocks, room lists, room drops, and check-in / check-out logistics.
  • Strong budget management skills.
  • Strong client management and communication skills.
  • Able to start at the end of October, and have full availability until the end of February.

For more information regarding event positions follow us on LinkedIn and / or Facebook at Apex Event Recruitment.

If this role doesn't fit but you are interested in Events positions in Australia, then please register your resume through our website:

Please note that this role will be subject to background checks and you must have the right to live and work in this location to apply for this job.

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