Bilingual Event Coordination Assistant Needed
Budget: €750 – €1,500 EUR
Planning is well under way for an upcoming multi-day event, and I need one reliable partner to handle both the pre-production legwork and the on-site execution. Most preparation can be done remotely, but I’ll also require your physical presence for roughly one to two weeks around the event itself.
Remote phase
You will research, compare, and present options for catering, transportation, and venues and such. Tasks include collecting quotes, negotiating terms in English and German, and compiling clear comparison sheets so final decisions are easy.
Therefore important to have computer skills as well.
On-site phase
During the event you’ll act as the single point of contact, checking that every supplier meets our agreed standards, adjusting schedules when needed, and keeping me updated on costs. Making sure the venue has provided for us everything necessar for each visitor, and making requests if we notice something is missing. After the event finishes, you’ll close out contracts, verify payments, and confirm that all obligations—financial and logistical—are satisfied.
Deliverables
• Shortlist (≥3) of vetted caterers, transport providers, and venues with pricing and pros/cons
• Draft contracts and confirmed bookings
• Daily on-site checklist and summary reports during the event week(s)
• Final post-event wrap-up: payment confirmations, condition reports, and vendor feedback
Success looks like a flawlessly run event where every bill is accounted for, every supplier knows their role, and my time is freed to focus on guests rather than logistics. If you are fluent in English and German, comfortable negotiating with vendors, and available for that one-to-two-week on-site window, I’m ready to move forward.
Remote phase
You will research, compare, and present options for catering, transportation, and venues and such. Tasks include collecting quotes, negotiating terms in English and German, and compiling clear comparison sheets so final decisions are easy.
Therefore important to have computer skills as well.
On-site phase
During the event you’ll act as the single point of contact, checking that every supplier meets our agreed standards, adjusting schedules when needed, and keeping me updated on costs. Making sure the venue has provided for us everything necessar for each visitor, and making requests if we notice something is missing. After the event finishes, you’ll close out contracts, verify payments, and confirm that all obligations—financial and logistical—are satisfied.
Deliverables
• Shortlist (≥3) of vetted caterers, transport providers, and venues with pricing and pros/cons
• Draft contracts and confirmed bookings
• Daily on-site checklist and summary reports during the event week(s)
• Final post-event wrap-up: payment confirmations, condition reports, and vendor feedback
Success looks like a flawlessly run event where every bill is accounted for, every supplier knows their role, and my time is freed to focus on guests rather than logistics. If you are fluent in English and German, comfortable negotiating with vendors, and available for that one-to-two-week on-site window, I’m ready to move forward.