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Facility Operations/Security/Event Management: Event Operations/Management
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.

Responsibilities:

  • 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 ar 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

Qualifications:

  • 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

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