Event Planner

Job Summary

The Event Planner is responsible for planning, coordinating, and managing assigned events at the Georgia International Horse Park. This position serves as a primary point of contact for clients, promoters, vendors, and internal departments and is responsible for coordinating the operational details necessary to ensure the successful execution of events.

Work involves administrative duties and public contact, including managing multiple events and projects and coordinating facility operations, staffing, security, parking, maintenance, food service, logistics, ticketing, signage, and other event needs. The Event Planner exercises sound judgment, provides excellent customer service, resolves operational issues, and works independently and collaboratively with staff and external partners.

Work is reviewed by the Director of the Georgia International Horse Park.

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable

• Plans, coordinates, and manages events at the Georgia International Horse Park (GIHP), including all aspects of the event operational plan – i.e., parking, food service, logistics, security, staffing, maintenance, ticketing, cashiering, signage, etc.
• Assists promoters with coordinating and managing vendors who provide event services.
• Serves as a primary point of contact for assigned clients and promoters throughout the event planning and execution process.
• Develops and maintains event operational plans, schedules, timelines, and facility requirements.
• Handles client complaints, requests for information, and problems.
• Identifies event requirements and communicates operational needs to appropriate departments and vendors.
• Collects all pertinent event information from promoters, vendors, etc.
• Coordinates event setup, operational activities, and post-event requirements.
• Attends meetings, site visits, ceremonies, and conferences as a representative of the Georgia International Horse Park and other City parks.
• Ensures that all assigned events adhere to applicable City, County and State codes and regulations.
• Prepares invoices and collects payment for each event.
• Assists in maintaining a safe, professional, and positive environment for clients, guests, employees, and the general public.
• Prepares necessary reports for the Director of the Georgia International Horse Park.
• Performs other work as required.

KSAs

Knowledge of:

• Thorough knowledge of special event operations.
• Thorough knowledge of Georgia International Horse Park facilities and infrastructure.
• Knowledge of Microsoft Word, Excel and PowerPoint, and must be Internet proficient.

Skill and Abilities:

• Skill in preparing special event operation plans.
• Skill in public speaking.
• Ability to operate a computer proficiently and related software applications.
• Ability to communicate effectively using a two (2) way radio and telephone.
• Ability to establish and maintain effective working relationships with peers, other employees, and the general public.
• Ability to work outdoors, which includes inclement weather.
• Ability to sit upright for extended periods of time at a typical workstation to complete tasks.
• Ability to work on multiple projects during the same time period.
• Ability to work nights and weekends.
• Ability to negotiate uneven terrain unassisted.
• Ability to operate a standard equipped vehicle.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this position, the employee is regularly required to stand; use hands to handle or feel; and communicate effectively by talking and hearing. The employee is frequently required to reach with hands and arms.

The employee is occasionally required to sit, walk, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move objects weighing up to 10 pounds and occasionally lift and/or move objects weighing up to 25 pounds.

Work is performed both indoors and outdoors in a variety of work environments and may involve exposure to varying weather conditions, noise, and working in close proximity to horses and other animals.

Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.