EVENT COORDINATOR - Sears Centre Arena (Hoffman Estates, IL)
Summary: The Event Coordinator will manage every aspect of their assigned events from the advance planning stages through the end of the event; occasionally hire, train, schedule and supervise all event staff, as well as oversee building and parking security and interact with local public safety officials to ensure events run smoothly; coordinate communication between event staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction and experience.
Responsible for planning, coordinating, and facilitating the logistics of events throughout the and briefings)
Arena from start (advancing show) to finish (post event settlements, event evaluations,
Develop and control event budgets including preparing pre-show event financial estimates
and completing post-show financial settlements based on contractual requirements.
Ensure timely and accurate event information is delivered to the finance department for settlement/invoicing purposes
Read and understand event contracts
Complete post show settlements and assure all contractual requirements have been met
Function as a liaison between users of the facility and the facility staff
Provide clients with estimates and union estimates while advancing the show or event
Assist internal and external clients with event logistics and suggest the most effective ways to use the facility for specific types of functions.
Exercises discretion and utilizes independent decision making during events that will best represent the Arena and serve the client.
Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner, including pyrotechnics and traffic control
Advance and communicate all event information to appropriate departments and staff
Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
Work a flexible schedule, including long nights, early mornings, weekends and holidays as needed
Oversee all production, set up, event staff, event-related contract services including ushers, security, cleaning, EMS, and police
Maintain communication with Events Team to ensure a flawless event
Create work schedules for event and security staff, delegate assignments and review performance and results
Responsible for the Events department role in the execution of event contracts and rental agreements
Act as facility manager on duty as required
Communicates in a timely fashion any/all problems and proposed solutions to the Director of Events or AGM
Receives and responds to complaints from tenants and the public or refers them to the Director of Events
Prepares events reports noting attendance, times, significant problems, etc.
Finalizes lessee requirements including table arrangements and number and nature of support personnel (ushers, security guards, caterers & decorators)
Interacts with other facility staff in a courteous , cooperative, and professional manner
Provide excellent customer service to internal and external clients
Work with local IATSE to put in union calls and onsite production work
Responsible for submitting union payrolls to finance department
Do pre event and day of event walkthroughs of entire arena and provide suggestions to appropriate departments as to things that need attention
Coordinate communication between building staff and show staff during load in and load out
Establish and maintain effective working relationships with lessees, employees, municipal officials, service contractors and patrons/public
Ensure that the facility is cleaned prior to, during and after all events to maintain building appearance and increase customer satisfaction
Create and distribute detailed data sheets prior to every event and review with each department
Be aware and inform clients and staff of emergency planning procedures
Coordinate service needs with Food and Beverage department as needed
Perform other duties as assigned
Two (2) years of increasingly responsible event management experience in a stadium, arena, convention center or public assembly facility setting highly preferred
Bachelor’s degree or better from an accredited college or university with major course work in facility management, marketing, business administration or related field
Proficient in use of Microsoft Office programs including Word, Excel, and Powerpoint; experience with AutoCAD preferred
Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, customer service practices, A/V equipment and relevant federal, state, and local regulations
Ability to communicate clearly and concisely in the English language, both orally and in writing
Production experience involving concert set up, audio, video, lighting, and rigging preferred
Self motivated with excellent interpersonal and communications skills and the ability to function and make management decisions in a fast paced high pressure environment
Ability to work independently and as part of a team
Must be available to work a flexible schedule, including long nights, early mornings, weekends and holidays as needed
Possession of, or ability to obtain, a current CPR certificate
Possession of, or ability to obtain, a valid drivers’ license
SENIOR OPERATIONS COORDINATOR - Sears Centre Arena (Hoffman Estates, IL)
Essential Functions (including but not limited to):
Supervises and assists Operations Coordinators in the set-up of tables, chairs, risers and other associated equipment required for all events.
Assist in preparation of daily work task sheets for Operations Coordinators and ensures that they are completed.
Assists Operations Manager with biweekly payroll duties to include reviewing hourly employee punches, allocating hours to events, etc.
Assists Operations Manager with anticipating problems and sourcing appropriate solutions. Investigates, analyzes and resolves operational problems and complaints.
Assists in coordinating the operations activities with other building departments and show-related contractors.
Assists with the training of staff in the responsibilities and expectations, and works with staff to develop and maintain service-oriented attitudes.
Provides clear, concise and timely communication of directives to other departments.
Coordinates the changeover crew and their activitites involved in event setups and ice making.
Operate the Zamboni to maintain the ice sheet surface during rental periods, as needed.
Enforce all changeover policies and procedures.
Supervise work assignments of temp conversion crew.
Insure changeover personnel are in proper uniform and condition to work.
Train changeover crews in all proper usage and maintenance of tools and equipment.
Assist in the direction of all work projects of the deparment
Assist in snow removal and oversee landscape maintenance.
Responsible for the storage and inventory control of all changeover tools and equipment.
Stress saftey practices at all times.
Responsible for the Operations Daily Report to insure proper coding of event hours.
Other duties as assigned.
Capable of rotating shifts, work split shifts, work weekends.
Capable of operating forklifts, case trailers, sweepers, or other operational equipment.
Superior communication and supervisory skills.
Ability to function in a fast-paced, high pressure environment.
Capable of physical tasks for extended periods of time.
Basic data processing and Microsoft Office skills required.
INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The duties of this position are performed primarily indoors and occasionally outdoors in the weather conditions prevalent at the time. The noise level in the work environment is usually minimal to moderate during non-event days and when not operating equipment and moderate to loud during event days when equipment is in operation.
While performing duties of this job, the employee occasionally lifts and moves facility equipment and/or tools. Employee will frequently move about inside and outside various areas of the facility before/during/after events to interact with internal/external clients and supervise the work of employees; position will require employee to occasionally bend, stoop, or crouch in order to evaluate and inspect equipment and building infrastructure; employee will as needed operate fork lift, high lift in assessment of and maintenance of the building and equipment. Employee will occasionally be required to identify or match colors/tones of furniture, dance floor, carpet or other items as necessary. Employee will frequently operate a computer and other office devices such as calculators, telephones, copy machines and printers; employee will constantly communicate via telephone, email and in-person with others and exchange accurate information. Employee will occasionally as maintenance, operations, emergency situations or business demands lift up to 75 pounds.
The intellectual/social, physical demands and work environment characteristics 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.