Project manager for our exhibitors, bars and partners

Within Pastoo, which has about twenty employees, you will be in charge of the Exhibitors (food trucks, creators' market, associations, etc.), the coordination of the bars and the follow-up of partners (hospitality and visibility).

YOUR MISSION

A) EXHIBITOR 📣 OFFICER

• Definition of objectives and needs by type of exhibitor for each event, in collaboration with the project manager and the logistics department;

• Preparation of a series of content for exhibitors: presentation files, information emailing, procedure documents, creation of tools to promote prospecting;

• Search and selection of prospects : creation and updating of databases, email and telephone contacts of old and new exhibitors, visits to other events;

• Follow-up of registrations : administrative, logistical and financial follow-up of exhibitors via a dedicated tool, drafting of agreements for each category of exhibitor and event, monitoring of payments, collection of data for the technical team and the organization, realization of layout plans;

• Event management : preparation of the location, reception and support of exhibitors during the set-up, control of the application of the signed agreements, permanent support throughout the duration of the festival (contact person between the exhibitors and the organization);

• Post-event management : accounting closing, repayment of deposits, collection of feedback;

• Follow-up of the improvement of the exhibitor management tool (via Odoo).

B) BAR 🍻 MANAGER

• Development : definition of areas for improvement and new objectives for each event in collaboration with the project manager;

• Prospecting : revision of the menu, canvassing of new suppliers, contact as needed, negotiation of price offers;

• Logistics : definition of technical needs in collaboration with the logistics department, ordering from the various suppliers, search for new solutions, creation of technical plans, stock management;

• Volunteer management : definition of volunteer needs, search and management of volunteers in collaboration with the volunteer HR department, training and follow-up of volunteers on events.

• Communication : creation of menus and communication materials for bars;

• Team management : supervision before and after an event of volunteers in charge of certain projects throughout the year and service providers.

• Stock : definition of quantities and distribution by bar, ordering consumables from suppliers, definition of the delivery schedule, management of on-site stocks (drinks, cups and reusable crockery);

• Event management : preparation and implementation of assembly/dismantling, reception of suppliers, stock management, follow-up of volunteers;

• Accounting and financial monitoring : definition of financial objectives in collaboration with management, monitoring of invoices, cashless management.

C) CHARGED· E OF PARTNERSHIPS 🤝

• Follow-up of partners before the festival

• Coordination on the events of the partnerships concluded

• Perfect command of the French language, both written and oral;

• Fluency in Dutch and English is a plus;

• Writing skills and excellent spelling 👌

• Knowledge of Office and online tools (website, social networks, etc.), knowledge of Notion and Odoo is a plus

• Good organization and ability to manage multiple tasks at the same time;

• Good resistance to stress;

• Easy contact by phone 📲;

• Ability to work in a team is essential, but also independently;

• Flexible hours (including evenings and weekends);

• Affinities and knowledge of the cultural sector and festivals in Belgium;

• Affinity with event organization;

• Experience in the horeca / brewing sector is a real plus;

• Presence at one of the previous editions of LaSemo, Namur in May is a plus;

• The B license is strongly recommended. 🚗

Applications must be sent by 4 June 2025 at the latest.

1. The first interview for successful candidates will take place on Thursday, June 16, 2025

2. The second round for the successful candidates of the first meeting will take place on Thursday, June 19, 2025

3. A meeting at LaSemo 2025 is planned for the successful candidate(s) of the second meeting

4. Desired start date in October 2025

👉 CANDIDACY

If you would like to join us, please send us the following:

• CV + Cover letter. Your ability to respond to challenges and your past experiences in this context will be highlighted.

• Your salary expectations

• All these documents will be sent a single 1 pdf file with the following title: PO25_Exposants_NOMPrénom

• Applications should be sent exclusively by email, to the attention of Christophe RALET.