Event Coordinator
3 weeks ago
The Event Coordinator at Whalar Group is responsible for producing engaging member events, along with the execution of strategic brand experiences as set by our brand partners. This role will report directly to the General Manager of Whalar Group with a dotted line to the organization's Director of Events. The Event Coordinator will also support managing the floor, covering breaks, and authentically kindle feedback from members.
Key Responsibilities
• Flawless execution of internal communication strategies, which includes writing and presenting all BEOs.
• Management of the events calendar- focusing on a rolling 45 day period.
• Monitoring F&B, event supplies, and studio purchases to ensure that each event is produced within budget and staffing expectations.
• Direct each event's set-up and breakdown process, as marked in all BEO packets.
• Assist with ongoing event planning and hospitality training for all employees including third party event staff.
• Ensure employees of Whalar Group are adhering to California labor laws, including meal and rest breaks, during events.
• Take ownership of BEO meetings and staff presentations.
• Communicate regularly with members to kindle feedback, address concerns, and identify opportunities to enhance the event experience.
• Lead and inspire teams across all departments during set floor shifts, campus walk throughs, and inspections.
• May act as the sole point of contact for Whalar Group during open, closing, or swing shifts.
• Write event schedules for the Maintenance and Movers Team in addition to third party event staff when hired.
• Confirm that load in/out approvals are met at the property.
• Address technical needs of events held in Whalar Group studios with the management team in a timely manner.
• May provide tours and demonstrations of Whalar Group to potential members, showcasing the value and capabilities of Whalar Group's production facilities.
Requirements
• 3-5 years of experience in event management, production, or a related field, with a strong understanding of how to create BEOs and the organizational aspects of event production.
• Excellent organizational and time-management skills, with the ability to produce multiple projects simultaneously.
• Strong communication and interpersonal skills, with a passion for working with creatives and helping them bring their visions to life.
• Experience with leading a small team across all functions of the organization.
• Technical proficiency in Asana, Peoplevine, and AV is a plus but not required.
About Whalar Group
At Whalar Group, diversity, equity, and inclusion (DEI) isn't just a statement, it's our collective strength. Our people are our superpower. We champion a culture of respect and empathy, fostering a sense of belonging that transcends demographics. We hire individuals of all backgrounds and empower them to thrive, challenge stereotypes, and actively break societal barriers.
Whalar Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.
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