Expositions and Special Event Coordinator – (Full-time)
GENERAL SUMMARY: Responsible for production of internal and external expositions and special events from start to finish. Controls and monitors the customer contact aspect of the facility operations by planning, monitoring, delegating, and managing the expositions and special events coordination, crowd control, and outside contractor service functions for designated events held at the facility or designated locations.
RESPONSIBILITIES SUMMARY: Communicates with clients (internal and external) to determine service and expositions and special events production needs such as event set up, staffing, equipment rental, catering, security, parking, marketing and other related elements. Coordinates with internal staff through strong communication skills, utilization of work orders, fact sheets, emails, etc regarding expositions and special event needs such as event operations, guest services, food and beverage, parking, ticketing, and marketing. Management of exposition and consumer show event layouts, equipment rentals, booth sales and sponsorships through the ExpoCad program. Maintains positive public relations for the facilities with its patrons and the public. Assures that the highest quality of service to all tenants, employees and patrons of the facility. Assists with the research and development of new expositions and special events. In doing so, provides insight and creativity on how to produce and market the event. Assists with creating exposition and special events budgets and/or forecasts as directed. Sells sponsorships, exhibit booths and marketing concepts as directed for specific events. Supervises designated facility events to ensure proper implementation of services per rental agreements and acts as Event Manager on Duty when assigned. Coordinates and executes event mailings and communications to vendors such as exhibitor check-in packets, post event surveys, etc. Tracks, monitors and prepares costs and invoicing relative to each event as needed, such as staffing, special requests and rental equipment. Creates and maintains files with comprehensive records for assigned events. Develops and prepares related after-event building usage and service reports as designated. Analyzes information for trends and budget recommendations.
KNOWLEDGE SKILLS AND ABILITIES REQUIRED: Knowledge of marketing, advertising and event promotion at a level normally acquired through completion of an Associate Degree in marketing, communications or related field. Analytical skills necessary in order to develop after-event building usage and service reports regarding facility rental trends, as well as a full understanding of facility management. Knowledge of all aspects of exposition and consumer show event production and operations at a level normally achieved through one to three years related experience to gain a full understanding of customer service, set-up, tear down and crowd flow. Must be able to work independently on projects. Strong interpersonal skills are needed to act as liaison and communicate effectively with promoters/agents, and operations personnel when booking and coordinating events. Must have the ability to establish and maintain effective working relationships, timelines and positive customer relations with facility users, staff and the general public when preparing and supervising events.Extensive working knowledge and skill of the following software programs such as Microsoft Word, Excel, Access and others deemed necessary to complete various job duties. Previous experience with ExpoCad is preferred. Must possess strong organizational skills to deal with daily job demands and multiple tasks. Must have ability to work with deadlines and multiple details.
Availability and ability to work irregular hours as dictated by facility event schedule and project timetables that will include days, evenings, nights and weekends.