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Event Coordinator

4 months ago

Cleveland, United States The Cleveland Orchestra Full time

**Position:** Event Coordinator **Location:** Cleveland, OH

**Job Id:** 205 **# of Openings:** 1 The Cleveland Orchestra is seeking an **Event Coordinator** who will uphold and execute the principals of The Cleveland Orchestra Guest Experience Brand, Behaviors, and Standards in all actions with guests and colleagues. The Event Coordinator ensures the efficient and accurate scheduling of Severance Music Center and Blossom Music Center concerts and events in the Musical Arts Associations scheduling system, and maintains and distributes the Severance Music Center and Blossom Music Center calendar of events.

Position responsibilities include the following:

BOOKING/SCHEDULING COORDINATION:

* Oversee the accurate and timely scheduling of all Musical Arts Association events in Severance Music Center in all designated spaces through the ArtsVision (AV) System.

* Ensure contracts, deposits, insurance forms and other correspondence are kept up to date and organized.

* Assist in updating the status of scheduled events, monitor holds and double-check booking entries.

* Oversee the efficient management and maintenance of the internal and external client account files.

* Develop and maintain the highest degree of efficiency with the AV booking management system. Create and manage all Severance Music Center templates in AV.

* Assist in coordinating regularly scheduled training on the AV System with appropriate staff members.

* Respond to requests for information from The Cleveland Orchestra operations, the ticket office, subscription office, and other Musical Arts Association offices, as well as guests.

* With the Manager of Events, produce a monthly department activity report.

* Ensure the proper follow up of contracted responsibilities as stipulated in the Venue Use Agreement, Venue Use Guidelines and any other Musical Arts Association contract, policy or procedure related to the execution of concerts and special events.

* Oversee the proper engagement of contractors required to support all Severance events.

* Generate requests for security forces requested by internal and external clients or as deemed necessary for a concert or event.

* Assist in coordinating concert and event parking and transportation requirements with the current parking operator in Lot 29 and Case Western Reserve University parking offices. Hold monthly planning meetings and produce the monthly parking calendar.

* Provide consistent, timely, dependable and accurate information to other MAA departments regarding all events throughout the event planning process.

* Measure the success of event outcomes through routine evaluation system. Use the results of the evaluation process to continuously improve event management services.

EXTERNAL CLIENT DEVELOPMENT:

* Assist with generating outside rental contracts for Music Concerts; Family Shows & Programming; Speaker Series Programming; High School Graduation Ceremonies; Higher Education Commencement Exercises; Wedding Receptions, Ceremonies & Photo Opportunities; and External Conferences & Meetings.

* Periodically serve as Front of House for scheduled events including weddings, concerts, graduations, receptions, galas. Work with clients and manage their vendors/contractors to ensure that all aspects are well executed.

* Work closely and collaboratively with local associations, event planners, Destination Cleveland, and Sales & Marketing Executives (SME), to promote Severance Music Center as a destination for their event.

* Work collaboratively with Food & Beverage Operator to ensure that logistics and services to support event sales are in place through the Department of Venues & Events.

* Develop and maintain a deep understanding of the overall hospitality market - SWOT analysis, economic trends, supply and demand etc.

* Assist with site visits and sales meetings with prospective clients, event planners, and event promoters.

CUSTOMER SERVICE & OTHER RESPONSIBILITIES:

* Oversee the preparation of accurate client invoices as required for the client billing process.

* Provide monthly event revenue and expense summaries.

* Fulfill participant role in Severance Music Center emergency response procedures.

* Maintain current knowledge and certification of emergency response procedures for both Severance Music Center and Blossom Music Center. Fulfill participant role as an emergency responder when needed.

The successful candidate will meet the following qualifications:

* Bachelors Degree in Business, Hospitality & Tourism, or another related discipline required.

* One to three years experience in performing arts and/or special event management required.

* Prior experience in working with catering services or food & beverage contractors preferred.

* Experience with event scheduling systems (ArtsVision) preferred.

* Knowledge of and the ability to deliver excellent customer service that consistently exceeds the customers expectations.

* Outstanding interpersonal and communication skills to successfully interact with multiple constituencies and diverse groups of people.

* Ability to quickly assess and resolve conflict in a professional, diplomatic manner.

* Demonstrated independent, mature judgment; convey a professional image and attitude.

* Strong administrative, organizational and detail-oriented skills.

* Obtain and maintain active First Aid, CPR and AED certification. Ability to assess and calmly lead others in emergency situations.

* Proficiency in the use of Microsoft Word, Excel, and database management systems.

* Able to work a flexible schedule including evenings, weekends and some holidays.

We offer a hybrid on-site/remote work schedule, a competitive salary, very generous medical and dental plan benefits, 403(b) plan with employer match, and the opportunity to work with a world-renowned Orchestra.

The Cleveland Orchestra is proud to be an equal-opportunity employer that strongly supports and values diversity and fosters an equitable and inclusive work environment which includes accommodation. Applications from all qualified candidates are welcome, and individuals from all equity-seeking groups are encouraged to apply.

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