Event Planning Specialist

2 weeks ago

Greensboro North Carolina, United States Oak View Group Full time

Position Overview:
Under the guidance of the Event Manager, the ideal candidate will assist in the organization and execution of designated events.

This role is crucial in aiding the event management team to deliver essential event-related activities that support venue operations.

Key responsibilities encompass collaborating with internal event departments, gathering and disseminating event information from clients, promoters, and show representatives, and aiding in the formulation of staffing and labor plans to guarantee a smooth and enjoyable experience for guests and venue users.


Compensation: This position offers an hourly wage of $21.64.

Benefits for Full-Time Roles:

Comprehensive benefits include Health, Dental, and Vision insurance, a 401(k) savings plan with matching, and paid time off encompassing vacation days, sick days, and holidays.


Key Responsibilities:

  • Support and facilitate the execution of all event activities, including but not limited to: providing event-related planning, service, and supervision in support of the Event Manager as required.
  • Evaluate challenges, propose alternative solutions, and assess the implications of suggested actions while implementing recommendations aligned with organizational goals.
  • Collaborate closely with the Event Manager to modify plans and events based on client feedback and requirements.
  • Assist in the preparation and timely distribution of event memo sheets to all staff and departments.
  • Establish and nurture effective working relationships with clients, staff, contractors, and patrons.
  • Communicate clearly, concisely, and promptly with each department regarding specific needs and information for each event.
  • Support the advancement of events/shows.
  • Assist in preparing pre-show financial estimates for events.
  • Help finalize post-show event settlements.
  • Advise clients on available services from independent contractors for events.
  • Occasionally act as a liaison between the client and facility staff.
  • Recommend and assess necessary event staffing levels.
  • Coordinate communication between building staff and show staff during load-in and load-out.
  • Make hospitality arrangements as required.
  • Engage with municipal officials, including police, fire, and medical services, event staff, and the public to ensure patron security and smooth event operations.
  • Review emergency planning procedures with all event staff for each occasion.
  • Create and distribute detailed data sheets prior to every event.
  • Coordinate service requirements with Food and Beverage providers as necessary.
  • Work a flexible schedule, including evenings, early mornings, weekends, and holidays as needed.
  • Perform all other duties and responsibilities as assigned.

Qualifications:

  • Bachelor's degree from an accredited institution with major coursework in facility management, hospitality management, business, or a related field.
  • 1-2 years of experience in a similar role within arenas, sports venues, convention centers, stadiums, or theaters is preferred.
  • Strong oral and written communication skills.
  • Proficient in Microsoft Office and AutoCAD is preferred.
  • Possession of, or ability to obtain, a valid driver's license.
  • Understanding of operational characteristics of events.
  • Ability to identify the needs of facility users.
  • Knowledge of crowd management and control techniques.
  • Familiarity with customer service practices.
  • Understanding of supervision and training principles.
  • Demonstrated familiarity with facility use contracts.
  • Knowledge of fire and public safety regulations.
  • Familiarity with A/V equipment and electronic systems in public assembly facilities.
  • Experience with budget preparation and control.
  • Understanding of terminology used in entertainment/convention/public assembly settings.
  • Excellent organizational skills, including the ability to manage conflicting timelines.
  • Strong interpersonal and communication skills.
  • Ability to thrive in a fast-paced, constantly changing, high-pressure environment.

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