Events Manager

Supervises: Events Coordinator, Event First Aid Staff, EVS Staff, and as needed per event.

Physical Demands: Requires prolonged sitting, walking, some bending, stooping, stretching, navigating stairways, standing and lifting up to 50 pounds occasionally. Requires hand-eye coordination and manual dexterity sufficient for keyboarding and departmental equipment. Requires normal and/or correctable range of hearing and vision.

Work Conditions: Includes office, a
rena and event environments, involving contact with staff and the public. Regular schedule is Monday through Sunday and can require irregular hours and changes to schedule due to deadlines and frequent interruptions to project timelines and due to the organization’s commitment to be 100% event driven which may be stressful at times and may involve dealing with angry, confused or upset people. Environment includes a variety of floor surfaces and areas (including but not limited to heights, elevator
s, darkened areas, flashing lights, loud noises, and special effects), and requires the physical stamina to complete assigned tasks.

Staff Liaisons: Client/Event Designees, Third-Party Vendors (contracted services/staffing), Guest & Premium Services Manager, Multimedia & AV Coordinator, Event Security Staff and as directed by Supervisor.

Job Objective

The Events Manager oversees the day-to-day of event management and operations of a multi-purpose facility.

Duties and Responsibilities

a) Collaboration & Communication

• Keeps supervisor apprised of event issues including client/event designee comments/concerns/complaints, etc.
• Oversees communication (verbal & written) with potential client and booked clients as well as site visits/tours of the center (Arena, Convention Hall, Theatre, etc.).
• Endeavors to maintain positive perception of each client/event designee.
• Effectively and consistently communicates and coordinates with inter-department staff, clients/event designees and event staff which includes:
• Event calendar, events and promotions for the organization.
• Client/Event Designee for Convention Hall events.
• Environmental Services staff (EVS).
• Food & Beverage Staff for events which include food/catering.
• Guest Services Staff for Arena events.
• Security.
• Serves as event point-person/event manager on duty for assigned events.

b) Event Operations

• Oversees standard operating procedures for each area of responsibility in events management which includes assuring that booked events are successful from start to finish.
• Provides input to supervisor in evaluating existing policies and procedures and recommends improvement for the efficiency of event operations.
• Manages and monitors event operations including:
• Assures that events with alcohol sales have secured appropriate insurance.
• Updates event folder with all details (start to finish) which includes adhering to the service agreement to the settlement statement.
• Creates, updates, and tracks attendance and other data for completed events.
• Social media projects/posting for events.

c) Budget & Fiscal

• Complies with event and EVS departmental budgets.
• Oversees client negotiations, service agreements, and settlement statements for each scheduled event.
• Maintains all event records, reports, and correspondence wot manage and correctly prepare final settlement which includes detailed costs.
• Updates the Convention Hall Event spreadsheet (MS Excel) and then forwards to supervisor and the Executive Director.
• Utilizes Great Plains Accounting Software as needed.

d) Staffing

• Assures that each event is planned and staffed appropriately.
• Oversees the recruitment, training and supervision of event staff.

Helps train other staff or volunteers as needed.

Forms effective working relationships & rapport with customers, vendors and staff.

Secures work area before departing each day.