Event Services Coordinator

Description

Help bring events to life at the Florida State Fairgrounds!

The Florida State Fair Authority is looking for an Event Services Coordinator who enjoys working with people, solving problems, and turning event ideas into successful experiences. This is a hands-on opportunity to be involved in the full event lifecycle—from the first client inquiry and venue tour to planning, coordination, event-day execution, and post-event follow-up.

As part of our Event Services & Sales team, you’ll work directly with clients, promoters, vendors, and internal departments to coordinate the details that make an event run smoothly. You’ll take the lead on smaller events while gaining valuable experience supporting larger and more complex events. No two events are exactly alike, so this role is ideal for someone who is organized, responsive, comfortable juggling multiple priorities, and energized by a fast-paced environment.

If you’re looking for a role where you can build relationships, solve challenges, see your work come to life, and play a key part in creating memorable events, we’d love to hear from you.

SUMMARY

The Event Services Coordinator supports the Event Services & Sales Department throughout the event lifecycle, from initial client inquiry through successful event completion. This position assists with event sales, client communications, planning, contract preparation, site visits, event documentation, and event execution.

The Coordinator serves as the primary Event Manager for assigned small-scale, one-time, and lower-complexity events while providing planning, coordination, and administrative support for larger and recurring events managed by the Event Services Manager. The position works closely with clients, promoters, vendors, and internal departments to ensure exceptional customer service, effective communication, and seamless event execution.

KEY RESPONSIBILITIES:

1. Support the Event Services & Sales Department throughout the event lifecycle, from initial client inquiry through event completion and settlement.
2. Serve as the primary Event Manager for assigned small-scale, one-time, and lower-complexity events, managing all planning, coordination, and execution activities.
3. Assist with client inquiries, lead follow-up, event research, venue tours, site visits, and information gathering to support event development and booking efforts.
4. Prepare contracts, license agreements, event estimates, proposals, and supporting documentation for review and approval.
5. Participate in and conduct venue tours and site visits with prospective and existing clients to evaluate event needs and communicate facility capabilities.
6. Serve as the primary point of contact for assigned clients after contract execution, ensuring timely communication and exceptional customer service throughout the planning process.
7. Develop and maintain event resumes, timelines, floor plans, logistics plans, diagrams, and operational documentation for assigned events.
8. Coordinate event requirements with Security, Parking, Facilities, Electrical, IT, Grounds, Box Office, Food & Beverage providers, and other internal departments to ensure event readiness.
9. Lead event planning meetings, advance calls, operational walkthroughs, and post-event debriefings for assigned events.
10. Monitor assigned events on-site and serve as the primary liaison between clients, promoters, exhibitors, vendors, and operational staff during event execution.
11. Support the Event Services Manager with planning, logistics, documentation, and coordination for large-scale, recurring, and complex events.
12. Maintain accurate event records, client information, contracts, event notes, and planning documents within Momentus and other event management systems.
13. Assist with event settlements, invoicing support, post-event reporting, and event closeout documentation.
14. Maintain event calendars, schedules, and departmental communication to ensure all stakeholders are informed of event activities, changes, and operational needs.
15. Identify opportunities to improve event planning processes, client service standards, communication, and operational efficiency.
16. Participate in weekly department meetings, planning sessions, site visits, and operational reviews as assigned.
17. Build and maintain positive working relationships with clients, promoters, exhibitors, vendors, contractors, and internal departments to encourage repeat business and strengthen FSFA's reputation.
18. Support annual Florida State Fair operations, major events, and special projects as assigned.
19. Maintain a professional image and represent FSFA with a high level of customer service, integrity, and responsiveness.
20. Perform other duties as assigned in support of departmental and organizational goals.

BENEFITS:

As a full-time employee of the Florida State Fair Authority, you’ll enjoy a comprehensive and rewarding benefits package, including:

• Medical, dental, and vision insurance to keep you and your family healthy
• Employer-paid life and disability insurance for added peace of mind
• A 457(b) retirement plan with company match to help you plan for the future
• Generous paid time off and holidays, so you can recharge and enjoy life outside of work

Join a team that values your well-being both on and off the job!

The Florida State Fair Authority is a drug free workplace and an equal employment opportunity employer.

Requirements

QUALIFICATIONS/EDUCATION/CERTIFICATIONS:

• Associate's Degree or Bachelor's Degree in Event Management, Hospitality Management, Business Administration, Marketing, Communications, Recreation Management, or related field preferred.
• Minimum three years of experience in event coordination, event management, venue operations, hospitality, customer service, sales support, or related field required.
• Experience working directly with clients, promoters, exhibitors, vendors, and event stakeholders preferred.
• Experience with event management software such as Momentus/Ungerboeck preferred.
• Valid Florida Driver's License required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong event planning, organizational, and project management skills.
• Excellent customer service and client relationship management abilities.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong verbal and written communication skills.
• Ability to prepare contracts, event documentation, proposals, reports, and correspondence.
• Experience creating floorplans, diagrams, event resumes, and logistics plans preferred.
• Strong attention to detail and problem-solving abilities.
• Proficiency with Microsoft Office Suite, Momentus/Ungerboeck, and related business software.
• Ability to work collaboratively across multiple departments and functional areas.
• Ability to work evenings, weekends, holidays, and extended hours as required by event schedules and Fair operations.

PHYSICAL DEMANDS/WORKING CONDITIONS:

Duties are performed in both office and event environments and require frequent movement throughout event facilities, buildings, grounds, and operational areas. Operates computers and standard office equipment and may occasionally operate department vehicles as required. Must be able to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, crouch, crawl, talk, hear, and occasionally lift or move more than 20 pounds.

Environmental demands may include exposure to outdoor weather conditions, wet or humid environments, event-related noise, and varying temperatures during event operations.