Event Coordinator I

The Department of Cultural Facilities, Arts and Entertainment oversees the management and execution of the City’s various entertainment venues including but not limited to: Chrysler Hall, Scope Arena, Attucks Theatre, Wells Theatre, Harrison Opera House, Harbor Park and Outdoor permitted activities including parades and run/walks.  We strive to bring a diversity of artists and sporting events to the citizens of Hampton Roads.

The Event Coordinator is a key role in overseeing the coordination and execution of the various events our department contracts.   This position is responsible for advancing all details pertaining to the event and addressing various safety and security procedures to ensure all attendees, personnel and clients are following any necessary procedures for a safe and successful event.  Coordinators are expected to manage multiple events on the calendar and to disperse information to necessary parties in a timely fashion.

• Coordinates, schedules and plans a variety of indoor and outdoor events, with focus on outdoor events.

• Provides assistance with facility management and serves as facility representative for site visits and event inquiries.

• Coordinates utilization and rental of venues and equipment.

• Coordinates staffing and equipment setup and oversees event execution from event setup through event breakdown.

• Provides customer service, administrative and other event support.

• Serves as the liaison for tenants, lessees, community groups, promoters, City staff, event organizers and the general public prior to and during events to ensure satisfaction, effective communication and compliance with all contractual and policy requirements.

• Assists in completion of rental and permit applications that are used for preparing contracts and permits.

• Facilitates obtaining necessary review and approvals for events.

• Provides customer service support by responding to customer inquiries, feedback and problems.

• Resolves problems or complaints from clients and the public in accordance with established policies and procedures.

• Prepares and maintains event files by tracking that all proper paperwork is in the file including contracts, permits, deposits, insurance certificates, staffing and operations sheets, relevant correspondence and final billing.

• Prepares estimates of potential event costs and compiles associated invoices.

• Performs administrative duties, coordinates meetings and develops required reports and correspondence.

• Communicates with clients on facility and equipment setup options and materials needed to achieve desired results. Ensures adherence to requirements, agreements and contractual obligations.

• Works closely with the event organizer to ensure event goals and requests are achieved.

• Coordinates staffing and event setup by scheduling appropriate event personnel and preparing/distributing event sheets containing logistical information on required personnel, schedules, layouts, equipment, setup plans and audio-visual needs.

• Develops event security plans in conjunction with public safety personnel and event organizer.

• Communicates event logistics to event organizers, promoters, tenants, customers, City staff, event personnel, impacted stakeholders and the general public.

• Supervises event personnel and volunteers and provides direct supervision to event staff during events.

• Serves as manager on duty for events as required

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.
Preferred License(s) and/or Certification(s):

• CPR/First Aid certified
• Valid Driver's License

Work Location: 201 E. Brambleton Ave., Norfolk, VA 23510

Work Hours: 40 hours per week, 9:00 am – 5:00 pm. Must be able to work flexible hours including evenings, weekends, and holidays.  

Salary : $50,624 - $82,557