What are the responsibilities and job description for the Seasonal Event Coordinator position at Churchill Downs Racetrack LLC?
FUNCTION
The Event Coordinator is responsible for planning, organizing, and executing various promotional events, special projects, and servicing internal and external customers of Churchill Downs Racetrack (CDRT). This is a temporary position that would begin March 2025 and continue through June 2025.
SPECIFIC DUTIES AND RESPONSIBILITIES.
An Event Coordinator works directly with internal and external clients to plan and facilitate group sales events including “Day at the Races”, marketing promotions, community relations, banquets, corporate meetings, weddings, and other initiatives as necessary. This position requires the ability to work varied and long shifts including holidays, nights and weekends as needed.
- Effectively communicating details of each event to all necessary departments to ensure success.
- Creating custom Banquet Event Orders (BEO) and room diagrams for events and pulling daily racing reports.
- Evaluating guest issues related to pricing, overcrowding, dress code violations, ticket discrepancies, table arrangements, seat locations, etc.
- Assisting and facilitating all events booked by Group Sales, Marketing, Premium Ticketing, and Community Relations.
- Contacting the sales team and customers in advance to confirm all details related to the event and assist the team in facilitating plans and fully responding to day of requests.
- Promoting and providing exceptional customer service within each Group Sales venue.
- Addressing and resolving all guest complaints in a mutually beneficial manner.
- Ensuring courteous, professional, sincere, and responsive communications with all customers – addressing each one by name.
- Completing clerical and administrative tasks as necessary.
- Performing light physical work required to set up events. Extensive walking is typically required.
- Coordinating paddock tours and trophy presentations for select races….oftentimes working in specialized areas with children and seniors.
- Educating patrons on the basics of wagering, on track promotions, key areas of the facility, local sites of interest, assisting with tickets, instructions, and helping customers with special needs.
- Perform other related duties as assigned.
PERSONAL QUALIFICATIONS
- Excellent customer service skills.
- Very detail oriented.
- Dynamic personality and ability to positively address challenging situations.
- Positive attitude and energy.
- Previous experience working in an entertainment, sports, or a similar environment.
- Exceptional verbal and written skills.
- Ability to create and communicate ideas / vision for various events.
- Ability to multi-task and develop strong professional relationships in all aspects of the position.
- General knowledge negotiating contracts, procuring vendors/subcontractors, conceptualizing and implementing small and large scale events, food and beverage processes, and driving the overall customer experience.
SUPERVISORY RESPONSIBILITIES SPECIALIZED SKILLS AND KNOWLEDGE
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.
SPECIALIZED SKILLS AND KNOWLEDGE
- Proficiency in Microsoft Word, Excel, PowerPoint and other office related software.
- Prior experience with audio visual equipment setup and operation is a plus.
BEHAVIORS
- Enthusiastic: Shows intense and eager enjoyment and interest
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The noise level in this work environment is usually moderate.
