Special Events Manager

Job Summary: Responsible for the conception, planning, coordination, management, and successful execution of special events promoted by Visit Hot Springs, as well as groups, meetings, conventions, conferences, entertainment events, and other activities held within the Hot Springs Convention Center and/or Bank OZK Arena facilities.

Fair Labor Standards Act (FLSA) status: Exempt, Salary

Specific Job Duties and Responsibilities:

• Responsible for the conception, design, coordination, and execution of special events for Visit Hot Springs.
  • Develops and implements strategies for special events, including but not limited to detailed event timelines, schedules, production plans, and operational requirements.
  • Coordinates meetings with event partners, sponsors, vendors, community organizations, boards, and other stakeholders.
  • Directs vendors, suppliers, subcontractors, sponsors, and other event partners before and during events.

• Serves as the primary event contact for assigned groups, meetings, conventions, conferences, banquets, entertainment events, sporting events, community events, and other activities held within the facility.
• Coordinates events from initial booking/planning through move-in, event operation, move-out, and post-event follow-up.
• Meets with clients to identify event objectives, program requirements, schedules, room configurations, equipment needs, staffing requirements, and other operational needs.
• Works with clients to establish event timelines, including load-in, setup, rehearsal, event, strike, and load-out schedules.
• Ensures client requests are communicated to the appropriate departments and are followed through to completion.
• Prepares correspondence, event information, and other materials as needed.
• Assists with oral bid presentations to boards, organizations, associations, corporations, and other groups as necessary.
• Tracks event-related commitments, deadlines, deliverables, and sponsorship obligations.
• Assists with event budgets, expenses, purchase orders, invoices, and financial reporting as assigned.
• Develops and maintains detailed event files, event orders, timelines, floor plans, schedules, and other planning documents.
• Performs other duties as assigned by management, which could include assisting in duties that are not typical to this position.

Minimum Experience, Skills or Education Required:

• Must possess strong leadership, organizational, communication, interpersonal, customer service, public speaking, problem-solving, and decision-making skills.
• Previous experience in event planning, event management, hospitality, convention centers, arenas, tourism, destination management, meetings, or a related field.
• Must have experience in preparing and reviewing media kits, promotional materials, proposals, presentations, or similar materials.
• Excellent oral and written communication skills required.
• Must possess strong language skills and the ability to read newspapers, periodicals, journals, manuals, contracts, proposals, and other business documents.
• Must be able to work effectively with people from diverse backgrounds and maintain professional relationships with clients, coworkers, vendors, sponsors, and community partners.
• Must possess sufficient mathematical ability to calculate discounts, interest, profit and loss, budgets, pricing, percentages, and other event-related financial information.
• Must be able to analyze information and determine appropriate timing, location, staffing, resources, and sequence of operations.
• Must be knowledgeable about personal computers and possess above-average skills in word processing, spreadsheet, database, presentation, email, and related applications.
• Must be able to manage multiple projects, events, deadlines, and priorities simultaneously.
• Must be able to work a flexible schedule, including evenings, weekends, holidays, early mornings, and extended hours when events require.
• Must be willing and able to travel when needed.
• Must have reliable transportation.

WORKING CONDITIONS: Works in a climate-controlled office and facility environment; however, the position regularly requires working in outdoor event spaces, exhibit halls, meeting rooms, arena spaces, loading docks, backstage areas, other facility areas.


PHYSICAL DEMANDS:

• Requires the ability to move throughout convention center, arena, meeting, exhibit, backstage, and event areas.
• Requires talking and hearing in both office and event environments.
• Requires occasional lifting and/or carrying of objects weighing up to 50 pounds.
• May require climbing stairs, navigating event equipment and temporary setups, and working in areas where event activity is taking place.

Must be capable of working extended periods during event setup, event operations, and event teardown.