Event Coordinator - Midwest Region

Varsity Brands•Louisville, KY

2d•Hybrid

About The Position

The Event Coordinator is an important member of the 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. An Event Coordinator will represent Varsity Brands by demonstration of company core values in driving the highest ethical standards of conduct in all business activities.

Requirements

Working knowledge of Salesforce, UKG, and Workday, including the ability to input data and pull reports.
Knowledge of Social Tables (event diagramming software).
Strong proficiency in Microsoft Excel, along with other Microsoft Office applications.
Proven leadership skills, including the ability to lead teams, set direction, and drive results.
Strong organizational skills with a high level of attention to detail.
Excellent verbal and written communication skills.
Ability to work independently while also collaborating effectively as part of a team.
Ability to multitask and work efficiently in a fast-paced environment.
Strong time management skills with close attention to deadlines and timelines.
Bachelor’s degree in business or related field or equivalent work experience.
Experience of at least 3 years in events preferred.

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 a predetermined number of competitions, completing all required planning checklist tasks.
Partner with cross-functional teams to ensure alignment and adherence to established best practices.
Coordinate with venues to develop event diagrams and manage event logistics, including production support, staging, seating, utilities, and related needs.
Collaborate to assess and determine overall event staffing requirements, as applicable.
Oversee and/or manage the securing of event contract labor, including security, EMTs, stagehands, riggers, and other required support.
Coordinate with third-party equipment and service providers, including staging, sound, lighting, video, staffing, and security.
Collaborate with internal partners such as retail, sponsorship, streaming video, and other key stakeholders.
Ensure Certificates of Insurance (COIs) are secured and in place for each event.
Create and/or oversee the development of general schedules, performance orders, and confirmation packets.
Submit, or direct office staff to submit, packing lists to logistics teams for event gear, supplies, and awards.
Submit venue checklists, safety documentation, and health and safety procedures/policies as required.
Communicate and collaborate with other event coordinators to share best practices and operational learnings.
Work closely with the Customer Experience Team to support a cohesive and positive attendee experience.
Execute event closeout responsibilities, including final financials, closeout reports, final inventory counts, and escalation of outstanding issues to appropriate parties.
Conduct post-event reviews and provide recommendations to leadership for improved future event operations.
Collect, compile, and provide data as needed for internal research, analysis, and reporting.
Collaborate with internal partners to assess and determine overall event safety needs, including required equipment and personnel.
Provide financial and/or event-related data upon request to regional and national leadership.
Serve as the onsite Event Director for assigned events, acting as the highest-ranking event staff member on site.
Oversee 20–40 event staff per event and manage any staffing issues that fall under the responsibility of the Event Director.
Coordinate with venue leadership, including the venue coordinator, concessionaire/catering manager, security lead, and other on-site vendors.
As the senior Varsity representative onsite, exercise sound judgment and discretion to make adjustments to event details as needed, including event layout and flow.
Proactively plan for and mitigate scenarios that may impact the integrity, safety, or execution of the event.
Coordinate and/or oversee logistics and production teams in partnership with shipping and trucking providers.
Meet with venue contacts in advance and onsite to plan and confirm details for each event day.
Communicate with coaches regarding event details and conduct and/or participate in coaches’ meetings.
Use appropriate authority to make real-time financial decisions that directly impact safety while maintaining fiscal responsibility.
Oversee the setup, execution, and troubleshooting of all event-related systems and operational processes.
Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)