Coordinator – Entertainment Events

Universal Orlando•Orlando, FL

About The Position

The Coordinator – Entertainment Events provides assistance and support to Entertainment Event Stage Managers for special events, including corporate, internal, youth, and production events. The role supports event preparation and execution, coordinates event staff and talent, and performs day-to-day administrative and operational tasks. It requires knowledge of entertainment venues and technical entertainment, and interaction with in-park and contracted talent. The coordinator addresses concerns and communicates information to relevant internal managers, partners, venues, and team members. Responsibilities include preparing event documentation; coordinating communications, staff, talent, and travel logistics; serving as a contact for venues and performers during events; monitoring event logistics and compliance; troubleshooting small events; maintaining partner relationships; and relaying event updates and issues to management. The position also involves following established environmental, health, and safety policies, procedures, training, and team member involvement activities.

Requirements

High school degree or GED.
One to three years of experience within the professional entertainment or theme park industry.
Knowledge of entertainment venues and technical entertainment.
Ability to interact with in-park and contracted talent.
Ability to address concerns and disseminate information to appropriate internal managers, partners, venues, and team members.
Ability to reason effectively and communicate professionally in a fast-paced environment.

Nice To Haves

Associate’s degree (AA).
Bachelor’s degree from a four-year college or university in a related field.
One to three years of experience in hospitality and/or event planning, or an equivalent combination of education and experience.

Responsibilities

Assist management with event documentation, including staff requests, legal requests, revisions, confirmations, and entertainment itineraries, following processing guidelines and Entertainment Production SOPs.
Obtain precise information and check work for accuracy.
Coordinate pertinent event information with departments and external parties, including Marketing and Sales, Community Relations, Publicity, Park Management, Technical Entertainment, vendors, and outside companies.
Coordinate travel logistics for on- and off-property events, including arranging vehicles and ensuring they are ready, fueled, and clean.
Flash Event Reports, ERP, and document overtime in Kronos Timekeeping.
Serve as the main contact for entertainment venues and performers during events, including signing cast and crew in and out, monitoring and reporting entertainment elements, and closing out events.
Monitor event logistics to ensure entertainment elements comply with performer SOPs, IP Standards, and vendor contracts, and are set as requested.
Independently handle small events, such as local or regional off-property character appearances, including on-site troubleshooting and problem solving.
Coordinate event logistics and information with departments including Entertainment Operations, Event Management, Talent Booking, Show Direction, Production, Costuming and Fabrication, Publicity, and Catering.
Build and maintain strong working relationships with talent, technicians, vendors, and contracted acts.
Relay information to management to resolve or communicate event issues.
Stay in close communication with internal and external clients during events and provide status updates as appropriate.
Reason effectively and communicate professionally in a fast-paced environment.
Follow established environmental, health, and safety policies, procedures, training, and team member involvement activities.
Perform other duties as assigned.