About the position The Event Coordinator reports to the Operational Excellence Supervisor, Events Ops. Event travel and attendance at staff meetings & trainings is required. The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

Responsibilities

• Manage Cost of Sales (COS) for corresponding events
• Establish the budget per event based on divisional and historical event margins during the planning season; work within said budget, re-forecasting as appropriate throughout the season.
• Actively study and negotiate pricing with vendors that will become actuals against budget.
• Determine and direct departmental spending that impacts event budgets.
• Create reliable forecasts and collaborate with the Finance Manager to produce accurate financial reports.
• Ensure purchase orders are created/event invoices are submitted promptly with proper coding and remain within budget.
• Responsible for ensuring margin expectations are met for each event managed.
• Post hoc assessments, recommendations for improvements.
• Advance and coordinate 10-12 competitions including all planning checklist tasks
• Collaborate with the logistics coordinator and Production Coordinator to ensure best practices are followed.
• Coordinate with venues to create event diagrams & organize event details including production support, staging, seating, utilities, etc.
• Assists in securing or confirming event personnel – staff, security, first aid, EMTs, stagehands, riggers, etc.
• Coordinate with 3rd party equipment and service providers including staging, sound, lighting, video, staffing, and security.
• Coordinate with company retail, sponsorship, streaming video, and other partners
• Ensure a Certificate of Insurance (COI) is in place for each event.
• Create and/or oversee general schedules, performance orders, and confirmation packets.
• Submit or direct office staff to submit packing lists to logistics staff, including event gear, supplies, and awards.
• Submit venue checklist/safety and health procedures/policies forms.
• Communicate with other event coordinators to share best practices.
• Work closely with the Customer Experience Team
• Close out of the event: admissions reporting, payroll/contract labor, event summary, staff survey reminder
• Post-event review - make recommendations to supervisors for improved future event operations.
• Collect, assemble, and provide data as needed for internal research and reports.
• Serve as onsite Event Director for their corresponding events.
• As Event Director, serve as the highest ranking event staff on site.
• Oversee 20-40 event staff per event.
• Manage any event staffing issues as they become the responsibility of the Event Director to resolve.
• Coordinates with venue coordinator, concessionaire/catering manager, security lead, and other venue vendors
• As the senior Varsity representative, use discretion to make changes to event details as needed including event layout and flow.
• Proactively plan for scenarios that could impact the integrity of the event.
• Coordinate and/or oversee the logistics and production staff in working with shipping and trucking providers.
• Meet with venue contact to plan out details of each event day.
• Communicate with coaches regarding event details; conduct/participate in coaches’ meetings.
• Use authority to make financial decisions that have a direct impact on safety while continuing to be fiscally responsible.
• Oversee the setup and troubleshooting of all event-related systems and processes.
• Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)

Requirements

• Knowledge of SalesForce, UKG, and Workday including how to pull reports and input data.
• Strong fluency in Microsoft Excel along with other Microsoft Office programs.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently and as a team.
• Ability to multi-task and work efficiently.
• Strong time management and attention to timelines.
• Bachelor’s degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.

Benefits

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!