What are the responsibilities and job description for the Event Manager position at Churchill Downs Race Track - Louisville, KY?
An Event Manager is responsible for planning, organizing and executing various type events on both race-days and non-race days at Churchill Downs Racetrack (CDRT). Event Managers contribute to the planning, preparation, and execution of The Kentucky Derby and All Race Meets. In addition to race-day responsibilities, Event Managers 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) which detail:
- Facility needs
- Food and beverage packages
- Event timeline
- Staffing needs
- Creating custom diagrams for approx. 35 event rooms
- Assisting team members on event days
- Responding to day-of requests in a prompt manner
- Promoting and providing exceptional customer service
- Assisting and facilitating all events booked by Group Sales, Marketing, Premium Ticketing, Horsemen Relations and Community Relations.
- 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
- Act as primary Churchill Downs representative in premium dining areas.
- 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
- Bachelor’s Degree preferred
- Prior experience in overseeing multiple event spaces and groups at one time is required
- Must demonstrate prior experience in dealing with high level clients including dignitaries, officials, celebrities, premium ticket holder, club members, high stakes wagerers and/or members of the thoroughbred racing community.
- 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
MACHINES, TOOLS, EQUIPMENT
Computer, printer, calculator, copy machine, telephone, shredder, vehicle, scanning machine, software packages, etc. Prior experience with audio visual equipment setup and operation is a plus.
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
