Event Coordinator - WRMC

Job Description

Job Description

Event Coordinator for Will Rogers Memorial Center

Trail Drive Management Corporation Properties:

Trail Drive Management Corp. (TDMC) is a not-for-profit venue management company in Fort Worth, Texas. TDMC manages all aspects of venue management, including but not limited to event booking, event management, marketing, IT, technical services, food & beverage, parking, security, housekeeping, changeover, maintenance, and more. TDMC manages several venues in Fort Worth, TX.

Job Summary:

Trail Drive Management Corp (TDMC) is looking for a full-time Event Coordinator to support our Will Rogers Memorial Center (WRMC) operation. The ideal candidate will be able to provide outstanding customer service both externally and internally with creativity and consistency. The ability to multitask and prioritize is essential, as this role oversees details such as décor, catering, entertainment, transportation, location, invite list, special guests, equipment, promotional material, etc.

We are seeking an enthusiastic, energetic, and highly organized Event Coordinator to assist in managing assigned events at various TDMC-managed properties from conception through completion and thereafter.

Essential Job Functions:

• Review technical riders, pre-event information, and discuss production requests and requirements directly with promoters, artists’ representatives, and all other pertinent organizations involved.
• Advance all assigned events for the success of each event.
• Organize and manage pre-event meetings and ensure attendance of all relevant staff.
• Develop and distribute Event Memos and/or Information Sheets in a timely manner to all departments and relevant staff.
• Compile, present and review Event information in weekly staff meetings and all relevant pre-event meetings.
• Conduct post-event briefings for continual improvement to benefit future events.
• Develop Event files to retain all Event information for future events and for other staff review.
• Prepare budget and cost control measures for assigned Events. Provide estimates and forecasting information for assigned Events to the Finance Department and ensure accurate Event reporting.
• Attend and lead Event Settlements, working with Finance in all aspects of the Event Settlement process from deal points, pre-settlement issues, and final settlement preparation.
• Develop proper Computer-Aided Drafting (CAD) drawings for all assigned events and all areas of use.
• Work in conjunction with the Ticketing Department to develop CAD drawings and assist as needed with the preparation of Pre-Sale and On-Sale for assigned Events.
• Anticipate production, logistical and operational problems. Identify appropriate solutions and the project consequences of proposed actions and implement recommendations to support organizational objectives.
• Oversee Event Personnel and report any important positive or negative feedback to relevant Department Managers.
• Establish and maintain effective working relationships with clients, co-workers, part-time staff, contractors, patrons, as well as public and municipal officials.
• Assist in developing department-specific rules and Regulations, Standard Operating Procedures, Training Manuals, and any other methods to assist in the development of future Event Managers.
• Assist in the review and determination of Best Practices for Event Load-in/Set-up, maximum capacity with various configurations, and Load-out/Tear down.
• Develop cost estimates for events of various sizes and types.
• Learn and review all areas inside and outside the Arena with special emphasis on those with event-specific use and purpose.
• Assist in bid and/or sales process for new events.
• Complete all duties as assigned, on a timely basis, and with a high degree of safety & professionalism.
• Performs other duties as assigned.

Qualifications:

• Must be a minimum of 18 years of age.
• Bachelor’s degree from an accredited four-year college with preferred area of study in Event Production or Sports/Entertainment Management and/or equivalent work experience.
• 4+ years’ experience in event management/coordination, Production preferably in concerts, sporting events, trade shows, equestrian events, and game management is desired.
• Coursework in Trained Crowd Manager is desired.
• Demonstrate knowledge in event production, including lighting, audio, video, facility rigging, industry terminology, event-related services and technical requirements for the types of events anticipated at the facility.
• Demonstrate ability to carry out tasks in a reliable, productive, and expedient manner and be able to adhere to strict deadlines.
• Knowledge of highly technical Audio Visual and other Electronic Systems specific to the Event Industry
• Ability to read, understand, and implement artists' riders.
• Knowledge of fire and public safety regulations
• Working knowledge of standard trade tools and equipment.
• Must be able to operate under extreme deadlines and within budgets.
• Ability to handle highly sensitive and confidential information.
• Keyboarding skills and computer proficiency with software knowledge, including MS Office
• Proficient in Computer-Aided Drafting (CAD) programs.
• Excellent verbal and written communication skills
• Demonstrate ability to prioritize tasks in a fast-paced environment
• Self-motivated with strong client relations
• Ability to work independently and in a team environment
• Superior customer service experience.
• Ability to develop effective working relationships with internal and external parties.
• Understand and work from general instructions, specifications, sketches, as well as the ability to read and comprehend blueprints, drawings, construction submittals, specifications, and other related materials.
• Ability to work a flexible schedule including – nights, weekends, and holidays.
• Able to communicate effectively with management, guests, and team members.
• Ability to handle multiple tasks in a fast-paced, high-energy environment.

Working Conditions:

• Employees will work in an environment with fluctuating temperatures.
• Employees must have the ability to lift, push, and pull up to 50 lbs.
• Employees will frequently operate computers and other office equipment.
• Employees will regularly spend part of their shift standing/walking, traveling stairs, with limited to no sitting.
• Employees will be exposed to high noise levels and/or fluctuating lights in event settings.
• Employees must have the ability to reach, lift, and bend to perform job duties throughout the shift.
• Employees may be exposed to hazardous chemicals, electrical shock risks, and vibrations throughout the shift.
• Employees may be exposed to hazards associated with moving vehicles and require strict adherence to safety protocols.

Other Duties:

• This job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities that are required. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.