#130016

Event Coordinator

Location:
Fort Worth (with 70% travel)
Job Terms:
Temporary
Salary:
DOE
Start date:
03/19/2018
posted by:
Jordan Woeltje
Date:
03/12/2018

Job Description:

We have an excellent opportunity for a Temporary Event Planner to assist with one of our biggest children’s events. This position is based out of our Fort Worth, TX office joining a team with three other Event Planners to manage 43+ events each touring year. The Event Planner will be expected to travel to approximately 15 events each year, varying from 4 – 16 days at a time across the US and Canada. The Event Planner is the main point of contact for the host partners, responsible for initiating site planning, marketing and activities planning for each event they manage.  The position will also be responsible for reviewing and providing input on all marketing, merchandise, site layout, entertainment and final operating plans that are submitted by event hosts and ensuring these are carried out on-site.  

Role and Responsibilities:

Event Coordination:

  • Main point of contact for partner railroads and serve as brand ambassador
  • Clearly communicates policy and process changes to railroad partners
  • Discuss previous year’s event report and focus on solutions for past areas of improvement
  • Tracks and obtains event documents/templates by due date from the railroad partners; Reviews and provides recommendations and branding opportunities for presented plans.
  • Serves as liaison between internal partners and railroad partners to increase event experience and highlight other lines of business
  • Review set up of an event once on site and assists as needed on final preparations

Logistics:

  • Works alongside team logistics lead to manage overall maintenance and align shipping schedules
  • Creates ideas for new event assets; compiles estimates and prepares proposal for implementation

Marketing:

  • Obtain daily sales documentation for ticket sales and upcoming weekend capacity
  • Communicates national marketing initiatives to railroads and drives reactive marketing programs, as needed
  • Ensures timely delivery of marketing plan; reviews marketing plan and provides recommendations for additional efforts; Approves all marketing and advertising for partner railroads
  • Continually reviews online marketing efforts to ensure quality control

Merchandise:  

  • Partner with Railroads regarding their current inventory and assist with building merchandise orders based on previous years data
  • Assist with visual merchandising, gift shop organization and inventory control of products
  • Process and track event ticketing and merchandise sales
  • Assist with a re-order of merchandise, if needed, the second week of the event
  • Assist with wrapping up the event and submitting final merchandise numbers and returned inventory 
  • Partner with Merchandise planner for Retail Guidebooks, Order Catalogs
  • Partner with Marketing to ensure retail signage is current 

Experience/Skills:

  • 3-5 years experience
  • Must be able to travel approximately 50% of time and be comfortable traveling via airplane
  • Must be able to work on feet through the course of the day during events
  • Experience in Live Events/Themed Attractions/Ticketed Touring Shows preferred
  • Experience with experiential retail a plus
  • Strong presentation skills, mathematics and communication skills – written and oral
  • Must be self-motivated, proactive, driven and able to work in a fast-paced environment
  • Must be a team player with strong interpersonal skills and the ability to build relationships with internal and external partners, lead and manage teams
  • Must be highly organized, detail oriented and be able to work independently
  • Must have a friendly, outgoing personality, able to interact with a variety of consumers/partners
  • Must be able to multi-task
  • Must be able to set priorities, problem solve and be resourceful under pressure 
  • Strong project management skills
  • Must be Proficient in Microsoft Word, Excel, Powerpoint and OutlookMust be professional at all times, dress appropriately, and positively represent the brand when travelling, with partners, and in corporate office settings

Education:

  • Bachelor’s Degree or equivalent