Event Specialist

Job Description

Job Description

Description :

Under general supervision from the Program Manager, this position performs professional duties in planning, coordinating, implementing, and supervising events to include : special events, festivals, concerts, performances, and other events as assigned.

Requirements :

Essential Functions (including, but not limited to) :

• Works with GGP Parks Programming Dept. to plan and implement diverse park programming for all abilities and ages; fitness, concerts, markets, etc.
• Oversees events and programs as assigned across various venues; ensures that all are consistent with facility policies and procedures, as well as its high standards of excellence and quality
• Assists in event research for program development as assigned
• Knows and understands the layouts of all events and GGP Parks facilities; conduct and lead walk-throughs with other Departments and / or External Partners to review needs, explain services and determine best use
• Advises External Partners, Performers, and vendors on setup options and equipment needed to achieve desired results
• Responsible for event check-lists, timeline management, coordination with Stakeholders, and successful execution of events as assigned
• Provide clerical support, program registration, answer telephones, and maintain correspondence with other departments; may respond to public inquires about programs in the park
• Assists Manager with contract and invoice development and processing related to Performers, Program Participants, Presenters, External Partners, and Vendors.
• Directs the work of contract and Volunteers; including all event support Staff and third-party Vendors for infrastructure setup / tear-down
• Understands requirements and elements of each public and / or private event and / or rental
• Inputs, retrieves, and updates event set up information; works closely with Production & Operations Teams
• Coordinates set-up and on-site roles for events as assigned; may actively be a part of program set-up / tear down and day of management
• Conducts pre and post inspections of event footprints at event start or facility open / close; ensure areas are clean and safe for external partners and park guests
• Provides clear, concise, and timely communication for vendors, performers, presenters, and all GGP Parks Departments
• Assists with day-to-day operations of the in-house event management software if applicable
• Develops and maintains effective relationships with local vendors, performers, service contractors, and other suppliers of event services
• Coordinates volunteer requests with Volunteer Manager as needed
• Works across departments to develop plans and anticipate issues of traffic flow & crowd control; taking necessary steps to ensure safety of all facility clients and patrons
• Assists in management of inventory related to program equipment, costuming, and event related giveaways
• Cross-utilized for staff support across all GGP Parks facilities and programs as assigned (Guthrie Green, Gathering Place, Duet Jazz, Flyloft)
• Monitors time and expenses in accordance with established procedures
• May perform emergency custodial maintenance or operations work involving event related elements
• Follows all safety rules and regulations & attends trainings as required, to minimize risk of accidents
• Maintains proper reporting procedures for event reports, incident reports, attendance logs, & maintenance work orders
• Maintains tidy and organized event facilities, offices, and storage areas
• Works varied and long shifts including holidays, weekends, nights and events
• Other duties as assigned by management and / or Vice President of Programing, Executive Director

Qualifications

Skills & Experience

Physical Requirements

Computer Proficiency

Organizational Relationships

Safety-Sensitive :