Events & Promotion Supervisor

OVERVIEW OF POSITION:
The Events & Promotion Supervisor is responsible for supporting the Manager in planning, coordinating, supervising, and executing club events, promotions, and direct marketing initiatives. The role ensures that all events and promotional activities are delivered effectively, efficiently, and in compliance with approved mechanics. This role serves as a key coordination point between the Events & Promotion team, internal departments, external agencies, suppliers, and business partners. The ideal candidate will have strong organizational and communication skills, creativity, and experience in the gaming or hospitality industry.
KEY DUTIES AND RESPONSIBILITIES:
Duties may include but are not limited to:
Plan, coordinate, supervise, and execute club events, promotions, and direct marketing offers to club members.
Develop and implement event and promotion plans to support member engagement, player retention, member reactivation, and overall customer experience.
Work closely with the Management Team to develop, review, and enhance customer loyalty programs, events, and promotional initiatives.
Lead cross-department coordination for events and promotions, ensuring all operational requirements, timelines, responsibilities, and deliverables are clearly communicated and properly managed.
Oversee the execution of events and promotions to ensure compliance with approved mechanics, Terms & Conditions, operational procedures, budgets, and company policies.
Monitor event and promotion implementation to ensure activities are delivered according to approved plans, quality standards, and timelines.
Coordinate with agencies, vendors, suppliers, and internal stakeholders to ensure the timely and high-quality delivery of promotional materials, event production, and logistics.
Review promotional materials and communication content to ensure consistency in messaging, tone of voice, brand standards, and visual identity across all channels.
Prepare and present event and promotion reports to document activities, evaluate execution quality, capture customer feedback, and support future planning.
Conduct market research, competitor observation, and customer feedback collection to identify relevant trends and opportunities for future events and promotions.
Support the development and management of the brand's event and promotion content strategy and calendar.
Provide support for public relations and media activities, including drafting press releases, preparing media materials, and coordinating media inquiries related to events and promotions.
Monitor and maintain event and promotion budgets, quotations, purchase requests, invoices, and related documentation in coordination with relevant departments.
Ensure events and promotions comply with applicable regulations, licensing requirements, company policies, approved Terms & Conditions, and internal procedures.
Coordinate with relevant departments and external parties to obtain required licenses, permits, and approvals for events and promotional activities when applicable.
Identify potential operational issues and risks, proactively coordinate solutions with relevant departments, and escalate significant matters to the Management Team when required.
Provide day-to-day guidance and supervision to Events & Promotions Executives, Officers, and event support colleague ensuring tasks are completed effectively and according to agreed standards.
Support colleague scheduling, task allocation, event briefings, and on-site team coordination to ensure smooth event execution.
Identify opportunities to improve event and promotion processes, operational efficiency, customer experience, and team performance.
Perform any other responsibilities as required by the direct manager.
KEY FUNCTIONS:
Event & Promotion Planning and Execution
Support the Manager in developing and implementing event concepts, promotion mechanics, campaign plans, and event proposals aligned with business objectives.
Coordinate and supervise the execution of club events, promotions, campaigns, and direct marketing offers for members.
Prepare and coordinate event programs, operational plans, technical rundowns, timelines, checklists, and execution schedules.
Ensure all promotional activities are implemented according to approved mechanics, terms & conditions, budgets, and operational procedures.
Monitor event and promotion readiness and ensure all key requirements are completed prior to launch.
Coordinate guest engagement, ticket sales, promotional activities, and on-site operations to ensure a high-quality customer experience.
Monitor event attendance and guest participation, and coordinate post-event satisfaction surveys and feedback collection.
Planning & Cross-Department Coordination
Act as a key coordination point between Events & Promotion and relevant departments to ensure smooth planning and execution.
Coordinate with Operations, Rewards, Marketing/Marcom, Business Development, Surveillance, IT, Finance, and other relevant departments on event and promotion requirements.
Conduct coordination meetings and follow up on action items, deadlines, responsibilities, and operational readiness.
Ensure all departments receive accurate and timely information regarding promotion mechanics, event schedules, procedures, and operational requirements.
Identify potential operational issues and coordinate with relevant departments to implement timely solutions.
Supervise the execution of multiple promotions and events simultaneously and ensure priorities are managed effectively.
Promotion Development & Operational Control
Assist the Manager in reviewing existing promotions and identifying opportunities for improvement.
Support the development of promotion concepts, mechanics, eligibility criteria, prize structures, customer journeys, and operational procedures.
Review promotional materials and operational documents to ensure accuracy and consistency before implementation.
Ensure promotions are executed consistently with approved terms & conditions and internal procedures.
Monitor promotion performance and identify operational gaps, customer issues, or potential risks.
Recommend practical adjustments to improve operational efficiency, customer engagement, and promotional effectiveness.
Administrative & Financial Management
Manage and maintain department documentation, operational files, approval records, contracts, and event-related documents.
Prepare event proposals, promotion proposals, presentations, terms & conditions, operational guidelines, briefing documents, and post-event reports.
Support the Manager in preparing and monitoring event and promotion budgets.
Track approved budgets, actual expenses, purchase requests, invoices, and related costs to ensure proper cost control.
Coordinate with Finance, Procurement, and relevant departments on payment, purchasing, and vendor-related matters.
Ensure appropriate documentation and approval processes are completed before implementation.
Vendor, Agency & Partner Management
Coordinate with external vendors, agencies, production companies, entertainers, and other service providers to ensure successful delivery of events and promotional materials.
Obtain and evaluate quotations, production proposals, timelines, and service requirements in coordination with the Manager and relevant departments.
Monitor vendor performance, quality, deadlines, and deliverables.
Ensure suppliers comply with agreed specifications, service standards, and event requirements.
Maintain professional working relationships with key suppliers, partners, and external stakeholders.
Marketing, Communication & Brand Coordination
Coordinate with Marketing/Marcom teams to develop promotional materials and communication plans.
Ensure consistency in messaging, tone of voice, promotional information, and visual identity across all communication channels.
Support the development and management of event and promotion content calendars.
Assist with public relations activities, including preparation of press releases, media materials, and responses to media inquiries related to events and promotions.
Regulatory & Compliance Coordination
Ensure all events and promotions comply with applicable laws, regulations, company policies, approved Terms & Conditions, and internal procedures.
Coordinate with relevant departments and external parties to obtain required licenses, permits, approvals, and regulatory documentation where applicable.
Monitor changes in relevant regulations and communicate potential operational impacts to the Manager and related departments.
Maintain accurate records of approvals, licenses, permits, and compliance-related documents.
Immediately escalate potential compliance, operational, or reputational risks to the Manager.
Performance Evaluation & Reporting
Monitor and evaluate the performance of events and promotions.
Prepare and consolidate post-event reports for management review.
Conduct market research and competitor observation to identify relevant trends, customer preferences, and opportunities for new events and promotions.
Team Supervision & Development
Supervise and provide day-to-day guidance to Events & Promotions Executives/Officers and event support colleagues.
Allocate tasks, monitor progress, and ensure team members meet agreed timelines and quality standards.
Provide operational guidance during event preparation and on-site execution.
Support team members in resolving operational issues and escalating matters when necessary.
Encourage teamwork, accountability, continuous improvement, and professional development within the team.
Provide feedback to the Manager regarding team performance, workload, and development needs.
Other Responsibilities
Support the Manager in strategic planning, annual event calendars, promotional calendars, and departmental initiatives.
Represent the Events & Promotion function in internal meetings when required.
Perform other duties and responsibilities as assigned by the direct supervisor/Manager.