Event Operation Manager

Roles & Responsibilities

Role Overview
The Asia Dance Arts Festival (ADAF) was founded in Singapore in 2017 and draws more than 2,500 dancers and dance professionals from Singapore and overseas. We are looking for an Event Manager to lead the end-to-end planning, operational execution and financial management of ADAF 2027. The festival includes the Asia Dance Competition, Ballet Competition, Dance Education & Cultural Development Forum, Master Class Training Camp, and Excellence Dance Showcase & Award Ceremony. The role works closely with management, judges, dance schools, overseas delegations, sponsors, production crews, technical vendors and venue authorities. The goal is a well-produced festival that runs on schedule and fully complies with workplace safety and venue regulations. The role requires regular travel to China and Malaysia to work with ADAF's regional divisions and partners.

Key Responsibilities & Duties

Festival Planning & Stakeholder Management

• Lead the scoping, programme structure and master timeline for ADAF 2027 across competitions, forum, masterclasses and award ceremony.
• Liaise with management, dance schools, studios and overseas delegations to set clear deliverables, milestones and participation targets.
• Travel to China and Malaysia to coordinate with ADAF regional divisions, partner festivals and dance institutions, recruit participants and delegations, and support regional competitions and exchange programmes.
• Coordinate judges, masterclass faculty and guest artists, including invitations, travel, accommodation and on-site itineraries.
• Manage sponsor and partner deliverables, including branding placements, hospitality and post-event reports.
• Conduct risk assessments and develop contingency plans for smooth on-site operations.

Budgeting & Vendor Procurement

• Plan, allocate and monitor the festival budget, keeping costs under control and reconciling finances on time.
• Source, negotiate with and supervise suppliers, including venues, staging, audio-visual, lighting, ticketing, printing, trophies and logistics.
• Manage procurement schedules, equipment logistics and contract administration across all festival phases.

Competition Operations & Registration

• Oversee participant registration, entry verification and payment tracking.
• Build competition schedules, category line-ups and backstage call sheets across multiple genres and age groups.
• Coordinate judging logistics, score collation, results release, certificates and awards.

On-Site Production & Show Execution

• Supervise load-in, stage setup, technical rehearsals, competition sessions, the showcase and teardown.
• Direct event staff, stage managers, volunteers and technical crews to follow master run sheets precisely.
• Resolve urgent operational issues, technical problems and schedule changes quickly during live sessions.
• Enforce venue safety regulations, crowd control, safeguarding of minor participants and statutory licensing requirements.

Marketing Support & Post-Event Reporting

• Work with the marketing team on promotional timelines across Facebook, WeChat, Xiaohongshu and other channels.
• Conduct post-event reviews covering operational performance, participant and sponsor satisfaction, and budget outcomes.
• Consolidate feedback and financial reports into recommendations for future editions.

Requirements

• Diploma or Degree in Event Management, Arts Management, Hospitality, Marketing or a related field.
• At least 3 years of experience in event management, live entertainment production, festivals or competitions; performing arts experience is a strong advantage.
• Proven track record of delivering events with 500+ attendees and multiple concurrent programmes.
• Demonstrated ability in budget planning, vendor contract management and on-site event execution.
• Strong project management skills, with experience handling several timelines at once under pressure.
• Effective verbal and written communication, leadership and crisis-management skills.
• Proficiency in English and Mandarin, as the role requires daily communication and on-site work with Mandarin-speaking partners, judges and delegations in China and Malaysia.
• Flexibility to work irregular hours, including evenings, weekends and public holidays during the festival period.
• Willing and able to travel regularly to China and Malaysia (including multi-day trips) based on festival and regional event schedules.
• Holds a valid passport with no travel restrictions.