Events Specialist - Event Production

The Expo Coordinator will work closely with the Expo Manager on the planning and execution of all elements pertinent to a successful expo or pre-race event across many brand portfolios. Competitive applicants will have experience working at live events in a participant-facing role. Travel will be required, and preference is given to those who can adapt and work well with others in a fast-paced environment. This is a hybrid role, and the Expo Coordinator will be integral in supporting minimum of 20 events within the endurance space with a focus on the Hot Chocolate Run brand and traditional road-races as well as provide support, as needed, to other intercompany events.

Responsibilities May Include, But Are Not Limited To

• Maintain, and assist in the development of, the vision and goals for event expos
• Understand the inner workings of venue and contractor outreach, quote analysis and negotiation as it relates to expo, ensuring timely and accurate payment/tracking
• Create and maintain through collaboration documents for submission that are relevant to each expo market relating to expo procedures, permits, floorplans, and schedules
• Review and submit expo production needs either through third-parties or set venues, including audio/visual, security, heavy equipment, union labor, catering and buyouts, and more
• Collaborate with Expo Manager to maintain accurate supply inventory for each expo, including overall expo equipment and participant giveaways
• Oversee expo unload/buildout and breakdown/post-event trailer packing, in addition to managing the expo during public hours
• Understand the needs of sponsors and vendors for each expo marketing, including pre-event communication and on-site management of all booth sales; the Expo Coordinator will work in tandem with the Sponsorship Account Manager
• Establish and maintain effective working relationships with third parties, venue managers and other vendors to coordinate the production of event expos
• Communicate confidently with contracted staff on the execution of expo related elements and interaction with participants, in addition lead interdepartmental representatives during expo hours
• Identify and communicate needs across departments, such as Marketing, Customer Service, Volunteers and Warehouse to problem solve, improve operational efficiencies and forge interdepartmental relationships
• Collaborate on and communicate event changes to all appropriate external and internal parties to ensure accurate information regarding expo and participant experience
• Travel: 60% throughout the year
  
  

Required Skills And Qualifications

• Bachelor’s Degree and/or experience in the special events industry
• Proven attention to detail with ability to multitask and meet deadlines
• Ability to hold oneself accountable and an aptitude for prioritizing multiple projects at once
• Proven leadership and management abilities
• Exceptional verbal and written communication skills
• Ability to troubleshoot and find alternative solutions under pressure
• Proficient in Excel and Word, experience with EventHub, SocialTables, SmartSheets and registration platforms preferred
• Willing to work long event hours
• Ability to lift/carry up to 50 lbs.
• Experience in client/vendor relations preferred, but not required
• Experience in contract negotiations preferred, but not required
  
  

Qualities required of all Ventures Endurance team members:  

Ventures Endurance is a growth-oriented organization with successful team members possessing a strong work ethic and the ability to work individually and as a team. Solutions-oriented individuals with a hands-on approach to identifying inefficiencies and cost-saving opportunities, while maintaining a quality workplace environment and product. The flexible and cooperative environment lends itself to a tight-knit community of employees working together to achieve success.

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