Fan Event & Experience Coordinator (New York City Metropolitan Area)

Fan Event & Experience Coordinator

5 days Onsite schedule

Base: 70 - 80k

About Us

Dear U (The Bubble) is a global fan communication platform company originating in South Korea, dedicated to connecting artists and fans around the world through innovative digital services and IP-based content. Building on its strong presence in the global fandom industry, Dear U is now expanding its footprint in the United States.

As part of this U.S. expansion, Dear U is preparing to launch a flagship retail and fan experience destination in the heart of New York City. This new location will bring the Bubble experience to life through exclusive merchandise, immersive brand experiences, and special artist-related events, creating a unique space where fans can connect more closely with the artists they love.

We are seeking talented professionals to join us during this exciting stage of growth and help establish Dear U’s presence in the U.S. market. Our team will play an important role in delivering exceptional customer experiences, operational excellence, and meaningful fan engagement. (DEARU)

Position Overview

We are seeking a Fan Event & Experience Specialist to support the planning and lead the on-site execution of artist events, fan engagement programs, and experiential retail activations at our New York flagship location.

Working closely with the In-Store Marketing team and other cross-functional partners, this role will participate in the development of event concepts and campaigns while taking primary responsibility for translating those plans into successful on-site experiences.

The Specialist will coordinate event logistics, fan check-in and queuing, guest flow, artist movement, staffing, event setup, and real-time operations. During live events, this individual will serve as a key on-site coordinator, ensuring that each program is executed smoothly, safely, and in alignment with the intended fan experience.

Key Responsibilities

Event Planning & Coordination

• · Collaborate with the In-Store Marketing team on the development of artist events, fan engagement programs, product launches, seasonal campaigns, and experiential retail activations.
• · Provide operational input during the planning process to ensure event concepts can be effectively executed within the store environment.
• · Translate approved event concepts and campaign plans into detailed execution plans, timelines, run-of-show documents, floor plans, staffing assignments, and operational procedures.
• · Coordinate with Store Operations, Marketing, Merchandising, IT, Security, artist management, vendors, and other partners to prepare for event execution.
• · Participate in pre-event meetings, walkthroughs, and rehearsals to identify operational needs, potential challenges, and contingency plans.

On-Site Event Execution & Fan Flow

• · Take primary responsibility for the on-site execution of artist events, fan events, product launches, and experiential activations from setup through completion.
• · Serve as a key on-site coordinator during live events, directing event flow and coordinating participating teams in real time.
• · Develop and manage detailed fan flow plans, including entry and exit routes, check-in areas, queue locations, waiting zones, artist interaction areas, and event transitions.
• · Coordinate fan registration, verification, admission, queue formation, line management, and movement throughout the event.
• · Ensure fans receive clear instructions regarding check-in, queuing, event participation, photography, prohibited items, and other event-specific guidelines.
• · Monitor crowd flow, event timing, and guest experience in real time and make operational adjustments as needed to keep events organized and on schedule.

Artist & Event-Day Coordination

• · Coordinate artist arrival, movement through the venue, designated waiting or backstage areas, interaction areas, and departure in partnership with artist management and internal teams.
• · Provide clear event-day direction to store employees, security personnel, temporary staff, vendors, and other event support teams regarding assignments, positioning, timing, and responsibilities.
• · Coordinate event setup and readiness, including signage, barricades or queue markers, merchandise, guest-facing materials, audio/visual equipment, and other operational requirements.
• · Work closely with technical teams to confirm readiness of microphones, audio systems, displays, stage equipment, connectivity, and other event technology as applicable.
• · Troubleshoot crowd-flow, staffing, scheduling, guest, technical, or other operational issues during live events and coordinate appropriate escalation when necessary.

Post-Event Review & Continous Improvement

• · Coordinate event breakdown and confirm that event spaces and operational materials are properly reset after each activation.
• · Conduct post-event operational reviews and document key learnings, challenges, fan feedback, and opportunities for improvement.
• · Maintain event calendars, run-of-show documents, operational checklists, attendance information, and other event records.
• · Provide recommendations to improve fan flow, staffing, event procedures, and overall execution for future programs.

Qualifications

• · 1-3+ years of experience in event operations, live events, experiential retail, entertainment, hospitality, K-pop events, or a related field.
• · Hands-on experience coordinating and executing live events in a customer- or guest-facing environment strongly preferred.
• · Strong knowledge of K-pop artists, fandom culture, album releases, fan engagement trends, and common fan event formats is highly preferred.
• · Strong organizational and project coordination skills with the ability to manage multiple timelines, stakeholders, and operational details.
• · Ability to translate event concepts into practical, detailed on-site execution plans.
• · Comfortable managing guest flow, queues, check-in processes, and high-traffic event environments.
• · Ability to remain calm, make quick decisions, and solve problems during live operations.
• · Strong communication and interpersonal skills with the ability to coordinate across internal teams, vendors, security, and artist management.
• · able to work fully on-site in New York City, with flexibility for evenings, weekends, and special event hours as required.
• Experience in K-pop specialty retail, entertainment merchandise stores, or experiential retail environments is a plus.