About This Role
The Event Coordinator provides professional client services support in the planning, organization, and management of events within the facility. This role involves monitoring the logistics of events from booking through conclusion, ensuring seamless execution and client satisfaction.
Responsibilities
- Manage all events, primarily within the full exhibit hall and Municipal Auditorium
- Advise, guide, counsel, and meet with assigned clients regarding event details and logistics
- Gather and organize all information pertinent to events, such as scheduled and meeting room requirements
- Advise clients on operational procedures, policies, rules, regulations, and deadlines of the facility
- Quote prices for operational and labor services not specified in the Event License Agreement
- Provide clear, concise, and timely communication of detailed requirements to the operational department
- Process last-minute changes requested by clients and alert internal departments and/or service contractors as necessary
- Be present during the execution of events and serve as manager on duty as required
- Coordinate, schedule, and host weekly upcoming meetings
- Provide creation of preliminary event estimates and other information requested by clients prior to the event
- Supervise staff and oversee all aspects of facility operations related to events
- Meet with client groups to plan and organize assigned meetings and/or events
- Coordinate activities with various service contractors for assigned meetings and/or events
- Guide clients in preparation of events by interpreting and explaining contract provisions, policies, and procedures
- Keep clients informed as to the status of deadline schedules, including floor plan submissions, meeting room set-up specifications, insurance requirements, and other relevant details
- Prepare cost estimates and monitor final billing
- Assist in scheduling operational set-ups to provide equipment or services needs
- Monitor and supervise facility set-up when necessary
- Assist in training event services staff
- Serve as primary liaison between clients and facility departments
- Prepare and distribute to clients and internal departments an event document detailing all information required for event execution
- Maintain documentation of all contracts and correspondence related to definite sales accounts
- Accurately input and update all information pertinent to definite sales accounts into Venue Ops
- Prepare, review, and complete final event settlements
- Handle subsequent inquiries regarding event settlements
- Research, review, and recommend equipment, materials, and supplies required in providing event services and planning
