COORDINATOR, EVENT & GUEST SERVICES - Tsongas Center (Lowell, MA)
Summary: The Event & Guest Services Coordinator position shall be responsible for all event production as the liaison for the facility and the promoter. Responsible for all event planning, event day operations and tear down, including but not limited to all front and back of house activities and personnel during events.
Responsible for advancing event information with show promoters, including event related cost estimates, building information and building floor plans.
Communicating event related information to all departments within the facility including Operations, Maintenance, Technical Services, Box Office, Finance, Parking and Security.
Manage event-staffing levels including ushers, ticket takers, crowd directors, and emergency medical personnel, PD, FD and IATSE Stagehands.
Hiring, training, supervising of Event Services Staff
Indirect staff supervision of thirty facility staff members.
Properly interpret and make decisions in conformance with established state and local laws and facility policies.
Prepare billing information and work with the accounting department to settle events.
Assist with planning of changeovers with Operations team.
Coordinate equipment rentals with outside vendors for miscellaneous event related equipment.
Creation, distribution and reporting of various surveys.
Scheduling and posting Event Staff and Event Security for each event
Preparing Event Services Plan for each event. Includes “dot charts” (placement of personnel) and staffing levels
Executing Event Services Plan for each event, including Premium Seating Level services
Preparing Event Security Plan for each event, (with Event’s Security Director when applicable) executing Event Security.
Coordinating and communicating all relevant information for assigned events includes preparing and distributing Event Sheets
Preparing Post Event Report for all events coordinated
Preparation of and submission of expenses for event settlement. Attend settlement if required
Developing and updating Supervisor’s and Event Services Manuals
Continually improving Department’s performance and reputation
Perform other tasks as assigned by General Manager or Director of Events or Director of Finance
Minimum of four (4) years of increasing responsibility in event management.
Graduate of an accredited four (4) year college with degree emphasis in management or industry-related field (i.e. entertainment, sports, meeting planning, recreation, and business).
Ability to work flexible and sometimes demanding schedules including: nights, weekends, and holidays.