Major Events Coordinator

Join Race Coast Western Cape as Major Events Coordinator - Support the Delivery of Standout Major Events!

We are looking for a highly organised energetic and detail-drivenMajor Events Coordinatorto support the planning coordination execution and reporting of major events across Race Coast Western Cape venues.

The ideal incumbent will be proactive hands-on and comfortable working in a fast-paced live event environment. This role supports theMajor Events Managerin ensuring that major events are properly planned documented coordinated delivered and reviewed.

TheMajor Events Coordinatorwill report to theMajor Events Manager / Head of Eventsand will work closely with Racing Hospitality Food & Beverage Marketing Commercial Finance Security Operations Maintenance IT AV Broadcast Accreditation Ticketing suppliers and service providers.

The goal is to help ensure every major event is delivered professionally safely on time within scope and to the required Race Coast standard - without the usual who approved this circus appearing five minutes before gates open.

Location Hollywoodbets Kenilworth Racecourse and Hollywoodbets Durbanville Racecourse (on-site)

Type Full-Time

Experience A minimum of two (2) to four (4) years experience in event coordination major events venue operations hospitality events sports events live events activations or a similar event environment.

About Race Coast

From the Western Cape to KwaZulu-Natal we bring people together for legendary races vibrant festivals and unforgettable celebrations. Beyond the thrill of the track Race Coast is about live music fashion food and experiences that spark connection and keep the energy alive all year round.

At Race Coast we dont just host race days. We curate elevated experiences that blend sport style and sophistication. With our footprint across some of South Africas most iconic venues including Hollywoodbets Kenilworth and Hollywoodbets Durbanville in the Western Cape and Hollywoodbets Greyville and Hollywoodbets Scottsville in KwaZulu-Natal we are redefining the modern race day for a discerning audience. Each event is an exhilarating hub of heart-pounding action lifestyle and entertainment.

• Support the planning coordination and execution of major events across Race Coast Western Cape venues.
• Assist with major race days feature days external events entertainment events festivals partner activations premium hospitality events and large corporate events.
• Assist with preparing event plans production schedules run sheets timelines floor plans supplier schedules contact lists and operational checklists.
• Coordinate and track event requirements across internal departments and external service providers.
• Support event planning meetings readiness meetings supplier briefings and post-event debriefs.
• Capture meeting notes action items owners and deadlines and follow up to ensure tasks are completed.
• Liaise with Racing to support alignment with race-day schedules official requirements protocols and stakeholder expectations.
• Liaise with Food & Beverage to confirm hospitality requirements menus bars stock staffing service points dietary requirements and setup needs.
• Liaise with Marketing to confirm entertainment activations signage branding promotions content requirements and customer engagement activities.
• Liaise with Commercial and Sales teams to support delivery of client requirements sponsor commitments partner activations and hospitality packages.
• Liaise with Finance to support supplier documentation purchase orders deposits invoicing requests and post-event financial administration where required.
• Liaise with Security Occupational Health and Safety Operations and Maintenance to support safe and compliant event delivery.
• Assist with coordinating event layouts venue plans hospitality areas activation spaces guest flows parking plans access control points and accreditation areas.
• Support supplier and contractor coordination including setup times delivery windows site access breakdown requirements equipment needs and contact details.
• Assist with confirming AV broadcast staging décor furniture fencing signage branding power Wi-Fi and technical requirements.
• Ensure event documentation is accurate updated distributed and saved correctly.
• Support accreditation ticketing guest lists stakeholder access VIP requirements and credential processes where required.
• Assist with briefing event staff casual staff suppliers and internal teams before event delivery.
• Provide on-the-day coordination support during major events.
• Monitor assigned event areas and escalate operational issues guest concerns supplier delays or safety risks to the Major Events Manager.
• Assist with resolving guest client supplier or stakeholder queries professionally and timeously.
• Support the setup live delivery breakdown and post-event close-out process.
• Track client sponsor or stakeholder changes and ensure they are escalated before commitments are made.
• Assist with post-event reporting including operational observations incidents complaints supplier issues guest feedback F &B notes activation feedback and improvement actions.
• Maintain accurate event files supplier records signed documents run sheets permits reports incident logs contact lists and post-event action trackers.
• Track recurring issues and assist with follow-up actions to improve future event delivery.
• Support continuous improvement of major event delivery guest experience operational flow and venue presentation.

What Youll Need

• Grade 12 / Matric / NQF Level 4 equivalent qualification.
• Diploma or Certificate in Events Management Hospitality Sport Management Project Management Business Administration or a related field.
• A Degree in Events Management Hospitality Sport Management Marketing Business or Communication will be advantageous.
• A minimum of two (2) to four (4) years experience in event coordination major events live events sports events hospitality events activations venue operations or a similar environment.
• Experience supporting large-scale public events race days feature events entertainment events festivals corporate events or venue-based events will be advantageous.
• Good understanding of event coordination run sheets floor plans supplier coordination event logistics and event administration.
• Experience working with multiple departments suppliers service providers and operational teams.
• Good understanding of venue setup guest flow access control hospitality requirements and live event delivery.
• Strong planning organisational and time management skills.
• Strong administrative and reporting ability.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Computer literacy including Microsoft Office Excel Outlook PowerPoint and event planning tools.
• Ability to manage multiple deadlines follow-ups and moving parts at the same time.
• Ability to work under pressure in a fast-paced deadline-driven live-event environment.
• Valid drivers licence and own reliable vehicle will be advantageous.
• Ability to work flexible hours including weekends public holidays race days feature days major events and after-hours planning requirements.
• Clear criminal record.

What Were Looking For

• Coordination Discipline:Someone who can keep tasks suppliers departments deadlines and event details under control without needing to be chased every 20 minutes.
• Attention to Detail:A coordinator who checks run sheets layouts signage guest lists supplier times setup notes and event documents properly.
• Operational Awareness:Someone who understands that major events are live public-facing and unforgiving. The event will not pause because someone forgot a radio charger.
• Communication Skills:A clear and professional communicator who can follow up with internal teams suppliers clients and stakeholders.
• Problem Solving:A calm practical thinker who can identify gaps early escalate correctly and help resolve issues quickly.
• Accountability:A person who owns assigned tasks follows through and makes sure nothing quietly falls into the abyss.
• Service Excellence:A guest-focused individual who understands that major events must feel premium safe polished and professionally managed.
• Collaboration:Able to work effectively with Racing Hospitality Food & Beverage Marketing Commercial Finance Security Operations Maintenance IT AV Broadcast Accreditation and suppliers.
• Reporting Accuracy:Someone who captures what happened what failed what worked and what needs to be fixed before the next event.
• Adaptability:Comfortable working in a fast-moving environment where priorities shift suppliers run late weather gets dramatic and live events behave like live events.
• Professionalism and Integrity:Reliable discreet and trusted with client information event plans supplier details and internal processes.

• High-Profile Event Exposure: Support major events feature race days festivals activations and premium hospitality experiences across iconic Western Cape venues.
• Hands-On Experience: Gain practical exposure to live event delivery supplier coordination venue operations hospitality activations and reporting.
• Core Business Impact: Major events are central to Race Coasts brand guest experience and commercial growth.
• Dynamic Environment: Work where sport entertainment fashion hospitality lifestyle and live events intersect.
• Growth Opportunity: Build strong experience in major event coordination and develop within a growing Race Coast events platform.

Ready to Join the Adventure

If you are passionate about live events coordination guest experience and operational delivery and you want to help deliver standout major events across Race Coast Western Cape venues we would love to hear from you.

Application Process

Interested candidates are invited to submit the following:

• Resume/ CV: Detailing professional experience and qualifications.
• A Cover Letter: Explaining your interest in the role and how your experience aligns with our requirements.

E-mail or apply via the relevant recruitment platform

Closing Date: Sunday 31^st May 2026