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Event Planning Specialist

2 months ago

Des Moines, Iowa, United States Oak View Group Full time

Company Overview:
Oak View Group is a leading entity in venue development, management, and premium hospitality services tailored for the live event sector. We provide a comprehensive suite of solutions for a range of prestigious venues and collaborate with some of the most prominent arenas, convention centers, music festivals, performing arts venues, and cultural institutions globally.

Position Overview:
The Event Manager is responsible for overseeing all facets of assigned events, from initial planning through to event conclusion. This role includes training, scheduling, and supervising event staff, managing building security and parking logistics, and liaising with local public safety officials to ensure seamless event execution. The Event Manager will also facilitate communication among event staff and delegate tasks effectively, ensuring high levels of customer and lessee satisfaction.

Key Responsibilities:

  • Plan, coordinate, and manage logistics for events at the Iowa Events Center.
  • Develop and manage event budgets, including preparing financial estimates and completing post-event financial reconciliations.
  • Deliver accurate event information to the Finance Department for invoicing and settlement.
  • Create detailed event documentation for client approval and internal communication using Ungerboeck Software.
  • Assist clients with event logistics and recommend optimal facility usage for various functions.
  • Utilize independent decision-making during events to best represent the Iowa Events Center and serve clients.
  • Ensure timely acquisition of all necessary event insurance certificates, licenses, and permits.
  • Communicate all event details to relevant departments and staff.
  • Troubleshoot issues during event preparation and execution to ensure proper setups.
  • Oversee production, setup, and event staff, as well as contract services related to events.
  • Maintain ongoing communication with the events team to guarantee a successful event.
  • Create work schedules for event and security personnel, delegate tasks, and assess performance.
  • Ensure compliance with event contracts and rental agreements.
  • Act as the facility manager on duty when required.
  • Report any issues and proposed solutions to the AGM or Director of Events promptly.
  • Address complaints from tenants and the public or escalate them to the Director of Events.
  • Prepare event reports detailing attendance, timings, and significant issues.
  • Ensure timely collection of all payments due.
  • Finalize lessee requirements, including seating arrangements and support personnel needs.
  • Coordinate effectively with other departments such as Operations, Catering Sales, and Engineering.
  • Foster positive relationships with clients, employees, management, contractors, and temporary staff.
  • Work on-site for assigned events, maintain excellent attendance, and contribute to a safe work environment.

Qualifications:

  • Bachelor's degree in facility management, marketing, business administration, or a related field.
  • Three to five years of progressive event management experience in a stadium, arena, convention center, or similar setting is highly preferred.
  • Proficient in Microsoft Office applications; experience with AutoCAD is a plus.
  • Knowledge of event operational characteristics, including crowd management, safety regulations, and food service practices.
  • Strong verbal and written communication skills in English.
  • Experience in production involving concert setups, audio, video, lighting, and rigging is preferred.
  • Self-motivated with excellent interpersonal skills and the ability to make decisions in a fast-paced environment.
  • Able to work independently and collaboratively as part of a team.
  • Flexible availability for long shifts, early mornings, evenings, weekends, and holidays as needed.

Diversity and Inclusion:
At Oak View Group, we recognize that a diverse team is essential for innovation and excellence in the sports and live entertainment industry. We are committed to creating an inclusive environment that reflects the diverse communities we serve.

Equal Opportunity Employer:
Oak View Group is dedicated to equal employment opportunities and will not discriminate against employees or applicants based on any legally recognized basis.