Division/Department: Special Events

Job Title: Special Events Coordinator

Reports To: Business Manager / Marketing Manager

Type of Position: Non-Exempt / Hourly

Employee Classification: Full-Time

Location: Bryson City, NC

Compensation: $17-24 per hour

Job Summary:

The Special Events Coordinator is responsible for the planning, preparation, coordination, execution, and continued improvement of GSMR’s licensed, branded, holiday, seasonal, and novelty train excursions, private charters, specialty experiences, weddings, and other special events. Working as one of two equally responsible Special Events Coordinators, this position provides direct day-to-day leadership of Special Events staff, associates, actors, performers, chefs, Santas, contractors, and other assigned event personnel.

The Special Events Coordinator will oversee assigned event operations, employee scheduling, timekeeping and payroll-related tasks, inventory, purchasing research, vendor coordination, charter administration, event documentation, and interdepartmental communication. Coordinators are expected to make timely operational decisions during active events when necessary to protect safety, guest experience, event quality, and continuity of operations. Final approvals outside of active event operations, including contracts, budgets, pricing, purchases, and disciplinary actions, remain with the Business Manager and/or Marketing Manager.

Essential Duties and Responsibilities:

EVENTS

• Plan, coordinate, Lead GSMR licensed events, branded experiences, holiday excursions, novelty train rides, entertainment programs, and other assigned special events.
• Make reasonable in-event operational decisions necessary to correct issues, maintain event continuity, address staffing needs, protect the guest experience, respond to changing conditions, and support safe event operations.
• Coordinate daily event setup, opening procedures, live operations, closing procedures, breakdown, and post-event cleanup.
• Develop and maintain event timelines, run-of-show documents, staffing plans, setup plans, checklists, operating procedures, supply lists, and other event-specific documentation.
• Work across GSMR departments to ensure events meet company goals, operational requirements, brand standards, safety expectations, and guest-service standards.
• Provide hands-on assistance and guidance to employees, colleagues, performers, vendors, passengers, and members of the public as required.
• Assist with recruiting, interviewing, onboarding, training, and development of Special Events employees and seasonal event personnel.
• Provide direct employee coaching, task delegation, performance feedback, and day-to-day accountability during event operations.
• Act as a department representative for applicable safety meetings and work with the Safety Department to ensure company policies, procedures, and safety requirements are followed.
• Identify and report safety concerns, operational hazards, equipment concerns, and unsafe practices and assist with implementing corrective measures.
• Maintain knowledge of emergency procedures, event-specific safety plans, evacuation procedures, and applicable operating protocols.
• Assist with post-event evaluations and document operational concerns, successes, guest feedback, lessons learned, and recommended improvements.
• Continuously identify opportunities to improve event operations, staffing efficiency, entertainment quality, guest experience, revenue opportunities, and overall event execution.
• Operate within established authority levels. Final approval of contracts, budgets, pricing, purchasing commitments, disciplinary actions, and other management-level decisions outside of active event operations remains with the Business Manager and/or Marketing Manager unless otherwise delegated.

CHARTERS

• Coordinate private train charters, specialty train experiences, weddings, corporate events, group events, and other customized experiences from initial inquiry through completion.
• Communicate directly with charter clients to identify passenger counts, schedules, food and beverage requirements, entertainment needs, equipment requirements, special requests, and other event details.
• Compile and prepare charter proposals, pricing information, timelines, contracts, menus, and supporting documentation for management review and approval.
• Enter and maintain all car charter reservation requests within the applicable reservation system,
• deposits, final payments, passenger adjustments, cancellations, re-bookings, and other charter-related reservation information.
• Maintain GSMR's charter contact lists and client records.
• Work with participating departments to ensure charter expectations and operational requirements are properly communicated and executed.
• Assist in developing new charter products, packages, pricing structures, and guest experiences for management consideration.

ADMIN

• Manage day-to-day employee timekeeping responsibilities including reviewing timecards, attendance records, missed punches, timekeeping discrepancies, and payroll-related reporting.
• Prepare payroll corrections, timekeeping reports, and supporting documentation as required for management or Human Resources review.
• Compile and prepare draft contracts, vendor agreements, performer agreements, proposals, scopes of work, and other supporting documentation.
• Monitor event-related expenditures and identify potential budget concerns, cost-saving opportunities, and operational efficiencies.
• Research products, equipment, supplies, uniforms, decorations, props, technology, and other materials needed for Special Events and charter operations.
• Maintain inventory of event supplies, costumes, uniforms, props, decorations, technical equipment, and other Special Events assets.
• Responsible for the proper organization, storage, cleaning, maintenance, and upkeep of Special Events materials and equipment.
• Coordinate or complete laundry services including in-house and off-property cleaning as required.

OTHER DUTIES

• Maintain working knowledge of audio systems, sound boards, microphones, speakers, audio playback equipment, communication equipment, lighting equipment, computers, software platforms, and other technology used during Special Events and charter operations.
• Assist with the setup, testing, operation, troubleshooting, maintenance, and proper storage of Special Events technical equipment.
• Maintain working knowledge of Great Smoky Mountains Railroad policies and procedures.
• Support other GSMR departments and company initiatives as business needs require.
• Perform other duties as requested by GSMR Senior Management.

Work Environment:

• Work on and off the train in varied terrain and weather conditions during both daylight and nighttime hours.
• Varied schedule throughout the year dictated by train operations, private charters, special events, entertainment schedules, and company needs.
• Extended and irregular hours including early mornings, evenings, nights, weekends, and work surrounding major U.S. holidays are required.
• Position requires increased availability during major GSMR events, licensed events, holiday operations, and peak operating periods.
• Work environment may include strobe lights, darkness, enclosed spaces, theatrical effects, loud music, sound effects, and amplified audio.
• Time may be spent throughout GSMR property, onboard moving trains, in event spaces, backstage areas, warehouses, offices, and outdoor locations where uneven surfaces and extreme weather conditions may exist.
• Position requires frequent interaction with employees, passengers, vendors, performers, contractors, clients, and members of the public.
• Position may require responding to changing operational conditions, guest concerns, staffing issues, equipment problems, or other unexpected situations during live events.