Events Manager

Description

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.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Collaboration & Communication: Keep the COO informed of operational and marketing issues, client and staff comments/concerns/complaints; communicate consistently with inter-departmental staff, clients/event designees, and event personnel. Serve as substitute for the COO as assigned.

· Operations Management: Prepare and administer the annual event operations budget; establish and maintain cost-efficient departmental operations; oversee development, review, and enforcement of standard operating procedures for event, marketing, and regular operations.

· Policy & Process Improvement: Provide input for evaluating existing policies and procedures; recommend and implement improvements to better meet facility needs and increase operational efficiency.

· Budget & Cost Control: Review, revise, and/or approve cost estimates and actual expenditures; monitor adherence to project/event budgets.

· Staffing & Human Resources: Oversee in-house and contracted staffing networks; ensure appropriate staffing levels (including EVS, parking, and Operations) for events and regular operations; manage recruitment, training, and development of management who supervise hourly/non-exempt staff.

· Event Planning & Execution: Ensure effective communications and coordination across teams for smooth operations; hold or assign management meetings; oversee event advances and onsite operational execution to meet or exceed guest expectations.

· Marketing & Client Development: Initiate, review, and approve promotion/marketing, strategic planning, and guest/premium services; review and approve marketing collateral including digital, multimedia, AV, social media, website, and signage; assist with client development and on-site client relations to ensure expectations are met or exceeded.

• · Special Projects & Vendor Management: Plan and coordinate special projects; ensure adherence to bid processes, timely completion and compliance with third-party vendor scope and budgets; oversee project timelines and deliverables.
• Reporting & Documentation: Ensure accurate and timely reporting of event metrics, operational incidents, and post-event evaluations; provide updates and recommendations to leadership.
• Other Duties: Perform additional duties as assigned to support evolving operational and marketing needs of the of the organization.

SUPERVISORY RESPONSIBILITIES

· Provide direct oversight of event operations including full-time, part-time, and contracted personnel; supervise management staff responsible for hourly/non-exempt employees.

· Execute supervisory responsibilities in accordance with organizational policies and applicable laws, including hiring recommendations, onboarding, training, performance evaluations, disciplinary action, work assignments, and conflict resolution.

· Coach and develop staff to foster accountability, service excellence, and operational consistency across events and daily operations.

· Coordinate staffing deployment and labor management to meet event demands and budgetary constraints; collaborate with other department leaders to integrate staffing plans into overall event operations.

QUALIFICATIONS

· Strong knowledge of event management practices, guest services, vendor coordination, and operational budgeting.

· Proven ability to develop, implement, and enforce SOPs, event plans, and marketing initiatives.

· Experience overseeing recruitment, training, and development of management and hourly staff.

· Excellent communication and interpersonal skills for collaboration with internal teams, clients, vendors, and external partners.

· Strong organizational, planning, and decision-making skills with the ability to manage multiple priorities in a fast-paced environment.

· Working knowledge of marketing channels and collateral production (digital, multimedia, AV, social media, signage).

· Experience managing third-party vendors, bid processes, and project scopes/budgets.

· Commitment to guest service while maintaining operational control and cost efficiency.

· Ability to maintai