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Special Events Coordinator

1 month ago

Atlanta, United States Aeg Worldwide Inc Full time

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer.

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations.

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer

Position Summary:

The Special Events Coordinator shall be responsible for the planning, budgeting, and implementation of events as assigned by the General Manager including the backstage hospitality for touring artists when applicable. Under administrative direction of the General Manager, the Events Coordinator is responsible for assisting tenants with their scheduled events. This position will be responsible for equipment, supplies, inventory and physical plant areas involved in this position (dressing rooms, backstage hospitality and similar areas). The Events Coordinator also serves as the venue representative to local hotels and develops relationships and coordinates pricing with these organizations.

Essential Functions:

  • Review touring artist hospitality riders and provides budget for items and services as listed. Assist manager in ensuring proper support staff to fulfill of contractual arrangements and works vendors associated within the area.
  • Oversee backstage service on show days including but not limited to providing meals, dressing room set up, light wardrobe duties, and runner duties.
  • Assist Production Manager with needs such as copying, providing information to acts, getting artists list to box office or other similar functions.
  • Book or make recommendations of local hotels for the acts and their entourage. Negotiate annual prices, secures partner agreements with General Manager and handle tracking of free rooms and use of same.
  • Provide quarterly report.
  • Produce detailed budgeting information including, but not limited to: pre-show budget based on rider, receipts and analysis of day of show expenses, inventories of stock on hand, annual needs (towels, equipment, durables).
  • Build and cultivate relationships with vendors such as caterers, hotels and equipment providers to negotiate for best pricing available.
  • Maintain database of potential targets for Special Events and participates in solicitation efforts. May conduct assigned market research as directed.
  • Participate in association meetings for event planners and similar organization. Attend meetings, network, and provides data to General Manager.
  • Manage events as assigned and work as the direct contact for the special events. Attend rental meetings and provide budgets.
  • Prepares checklists, schedules and other correspondence for departments relative to events. May prepare detailed outlines and instructions for events as required.
  • This position may also assist with ordering of venue supplies, staff uniform shirts/outfits and maintain hospitality files (hotels, maps, menus) for quick access and acts as liaison for same.
Required Qualifications:
  • 2-4 years of related work experience
  • Experience in hospitality and food service industries
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook); and ability to learn required business systems
  • Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases
  • Exceptional problem-solving skills
  • Exceptional Customer Service skills to interface with artists, management, tenants and other high profile persons
  • Highly organized and flexible. Able to work under pressure calmly.
  • Budgeting and inventory experience. Ability to handle cash and checks, figure sums and provide expense reports

AEG reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside his/her normal description.