What are the responsibilities and job description for the Event Coordinator position at Churchill Downs Race Track - Louisville, KY?
SUMMARY
Provides coordination and support for events on both race-days and non-race days at Churchill Downs Racetrack (CDRT). Event coordinators contribute to the planning, preparation, and execution of The Kentucky Derby and All Race Meets. In addition to race-day responsibilities, Event Coordinators work with various special event cliental. These events can include, but are not limited to: weddings, internal trainings, corporate retreats, evening receptions, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties include, but are not limited to:
- Working cross-departmentally to understand event needs (sales, marketing, community relations, ticketing, etc.) and facility policies
- Establishing and maintaining relationships with clients and vendors
- Creating custom Banquet Event Orders (BEO) for Special Event Groups of 150 people or less which detail:
- Facility needs
- Food and beverage packages
- Event timeline
- Staffing needs
- Creating custom diagrams for approx. 35 event rooms
- Overseeing details for Race Day Buyouts and communicating to all departments
- Assisting team members on event days
- Responding to day-of requests in a prompt manner
- Promoting and providing exceptional customer service
- Evaluating guest issues related to pricing, overcrowding, ticket discrepancies, seat locations, etc.
- Ensuring courteous, professional, sincere, and responsive communications with all customers
- Completing clerical and administrative tasks as necessary
- Performing light physical work required to set up events. Extensive walking is typically required
- Perform other related duties as assigned
SUPERVISORY RESPONSIBILITIES
No supervisory responsibilities
EDUCATION, TRAINING, AND EXPERIENCE
- High School Diploma required-College degree preferred
- People oriented, able to multi-task, be organized, motivated and detail focused
- Prior interaction with the public and/or working knowledge of the horse racing industry preferred
- Proficiency in Microsoft Office and other related software
WORKING CONDITIONS
This work is performed in a business office setting within a sports and entertainment facility. Events often take place outside of traditional business hours, on weekends, and holidays. Some areas of the facility may be noisy and subject to changing weather conditions. Churchill Downs Racetrack spans 1.5 million square feet. The ability to move swiftly throughout the facility and stand for long periods of time is necessary.
PERSONAL QUALIFICATIONS
- Dynamic personality and ability to positively address challenging situations
- Positive attitude and energy
- Strong organizational skills
- Exceptional at communicating, both verbally and written
- Ability to thrive in an ever-changing environment
- Customer service minded
- Excellent time-management skills
- Ability to multi-task and develop strong professional relationships in all aspects of the position
- Previous experience working in an entertainment / sporting facility, or a similar environment
- Ability to create and communicate ideas / vision for various events
