Coordinator – Entertainment Events

Universal Orlando • Orlando, FL

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About The Position

The Coordinator – Entertainment Events provides administrative, operational, and event-execution support to Entertainment Event Stage Managers for special events, including corporate, internal, youth, and production events. The role prepares event documentation, coordinates event staff and talent, and supports event logistics. It requires knowledge of entertainment venues and technical entertainment, as well as interaction with in-park and contracted talent. The coordinator addresses concerns and distributes information to the appropriate managers, partners, venues, and team members.

Responsibilities include preparing and checking event documents; coordinating information with internal departments, vendors, and outside companies; arranging travel logistics; supporting event execution and performers; monitoring event requirements; and maintaining communications with clients and management. The role also includes following established Environmental, Health & Safety policies, procedures, training, and team-member involvement activities. Other duties may be assigned.

Requirements

• High school degree or GED required.
• One to three years of experience within the professional entertainment or theme park industry required.

Nice To Haves

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

Responsibilities

• Assist management with event documentation, including staff and 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 such as Marketing and Sales, Community Relations, Publicity, Park Management, Technical Entertainment, vendors, and outside companies.
• Coordinate travel logistics for on- and off-property events, including ensuring vehicles are reserved, 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 performers’ SOPs, IP Standards, or vendor contracts and are set as requested.
• Independently manage 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 & Fabrication, Publicity, and Catering.
• Build and maintain strong working relationships with talent, technicians, vendors, and contracted acts to support positive event outcomes.
• Relay information to management to resolve or communicate event issues.
• Maintain communication with internal and external clients during events, providing status updates as appropriate.
• Reason effectively and communicate professionally in a fast-paced environment.
• Participate in Environmental, Health & Safety responsibilities by following established UO policies, procedures, training, and team-member involvement activities.
• Perform other duties as assigned.

Benefits

• Competitive compensation package.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED