Event Manager

KENTUCKY DERBY FESTIVAL

POSITION DESCRIPTION

JOB TITLE: Event Manager

FLSA STATUS: Exempt

REPORTS TO: VP, Events

GENERAL SUMMARY:

The Event Manager plays a vital role in our Events Team, overseeing and organizing KDF events. Their focus is on ensuring each event is successful and cost-efficient, while carefully managing budgets and schedules. Essentially, the event manager functions as a project manager, requiring motivation, attention to detail, and strong organizational abilities. The candidate must excel at multitasking, possess excellent communication skills, and be comfortable leading groups or meetings of medium to large size. Working independently, this full-time role reports directly to the Vice President of Events.

ESSENTIAL DUTIES AND TASKS:

• Manage the planning and execution of designated Derby Festival events, aiming to maximize revenue and reduce production costs.
• Recommend additional revenue opportunities through marketable events and/or promotions within existing events
• Prepare budgets for assigned KDF events
• Prepare event planning guides and status reports as needed
• Coordinate service and equipment needs in conjunction with the Director of Events
• Coordinate event committee meetings and work alongside Event Chairs
• Work with outside organizations (contract events) in coordinating their participation in the Festival’s schedule
• Determine volunteer needs and develop committee assignments and structure
• Assist the Sponsorship Sales Team in securing/renewing sponsors and ensuring sponsor interests are met.
• Assist in publicizing Festival events as needed
• Assist in the maintenance and coordination of Festival event equipment and signage
• Assignments designated by the Vice President of Events, Director of Production, or President & CEO

SOFT SKILLS

• Self-motivated, passionate, and driven to succeed
• Active listener offers assistance and support to co-workers and works cooperatively in group situations
• Works well independently but also thrives in a team environment, sharing ideas and working collaboratively
• Strong organizational skills
• Can juggle multiple tasks, identify appropriate priorities, meet deadlines, etc.
• Able to adapt to change and willing to learn new skills

MINIMUM QUALIFICATIONS

• A combination of education and experience may be substituted when proficiency is demonstrated.
• Superior oral communications skills
• Knowledge of the Kentucky Derby Festival and its role in the Louisville community
• Proven experience as an event manager
• Skilled in project management
• Knowledge of KPIs and marketing techniques for event management
• Computer savvy; proficient in MS Office
• Outstanding communication and negotiation ability
• Excellent organizational skills
• Exceptional at problem-solving
• Ability to build relationships with staff, board, and volunteers at all levels of the organization
• A strong team player with excellent judgment, resourcefulness, and creativity
• Must be able to work with deadlines
• Must maintain a valid driver's license
• Ability to drive a 24’ box truck
• Computer proficiency in Microsoft Teams, Microsoft Office Suite, Zoom
• Ability to lift or move 50 pounds

SPECIALIZED SKILLS AND KNOWLEDGE

The incumbent must have computer skills. Experience with the following types of software and/or Windows-based applications is preferred: word processing, Internet, e-mail, Microsoft Office, Adobe Suite, social media platforms, and content management systems.

PHYSICAL AND ENVIRONMENTAL DEMANDS

This work is performed in a hybrid setting as well as various outside venues. Work can be stressful and pressured by deadlines. May be required to drive at night or in inclement weather from time to time. Must be accessible outside of normal business hours.

Reasonable accommodations may be provided for those who are able to perform the essential duties of the job.

Sitting for long periods of time at a desk. Constantly looking at a computer screen. Must be able to see, hear, and speak. Movements are frequently required using the wrists, hands, and/or fingers.

Education/Experience

• Associate or Bachelor's (Preferred)
• Event Management: 3 years (Preferred)

Additional Information

• Starting salary range begins at $40,000, commensurate with experience

Benefits

• Health Insurance
• 401(k)
• Flexible Schedule
• Paid Holidays

About the Kentucky Derby Festival

We stretched the famous "two minutes" into a month-long legendary party. The Kentucky Derby

The Festival remains the largest and most extravagant community celebration of its kind and a proud winner of the International Festivals & Events Association award for Best Overall Festival seven times. It brings fun, excitement, international recognition, and an unparalleled spirit to Louisville and the Commonwealth.

What started with a single parade in 1956, the not-for-profit Derby Festival has grown in 65 years to become a whirlwind of over 70 special events.

More than just entertainment, the Kentucky Derby Festival generates more than $127 million annually for the local economy. Events on the Festival's schedule also help raise more than $500,000 for local charities each year.

When 1.5 million people gather every year at Festival events, they celebrate the warmth of spring and the unique vitality of their community, and the focus is solely on the fun.

We are an Equal Employment Opportunity (“EEO”) Employer.

It has been and will continue to be a fundamental policy of KDF not to discriminate on the basis of race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws.

*Kentucky Derby Festival reserves the right to revise this Position Description, as it deems necessary.