Event Coordinator – Private & Experiential Events

Aviator Nation•Nashville, TN

1d•Onsite

About The Position

The Event Coordinator plans and executes Dreamland’s on-site activations, private events, and community events from initial planning through completion. The position serves as the on-site logistics lead for assigned events, coordinating departments, staff, vendors, and service providers to help events run smoothly and consistently. It also supports client and artist hospitality, event budgeting and documentation, and communication across the events, marketing, food and beverage, and operations teams. The coordinator manages event inquiries, timelines, run-of-show documents, production schedules, budgets, vendor coordination, invoices, deposits, and event-day logistics in partnership with the Director of Events & Live Experiences. During events, the coordinator directs staff and vendors, troubleshoots operational issues, and escalates significant safety, security, or legal concerns. The role also contributes to post-event reporting and relationship support for clients, sponsors, and the local community. The role requires 2–3+ years of relevant event coordination, production, hospitality, or entertainment experience; strong organization, communication, vendor management, and problem-solving skills; and confidence directing event-day teams. Proficiency in Google Sheets, Docs, Slides, and Gmail is required. Familiarity with specified ticketing, event, and payment platforms is preferred. Work may include nights, weekends, and holidays according to the events calendar, along with physical activity such as standing or walking for extended periods and lifting equipment or supplies up to 50 pounds.

Requirements

2–3+ years of experience in event coordination, production, or a related hospitality or entertainment role.
Strong organization, attention to detail, and ability to manage multiple events and timelines simultaneously.
Strong vendor management, problem-solving, and decision-making skills under pressure.
Confidence leading and directing event-day staff and vendors.
Strong written and verbal communication and follow-through skills.
Proficiency in Google Sheets, Docs, Slides, and Gmail.
Availability to work nights, weekends, and holidays based on the events calendar.
Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for long durations.
Ability to move and lift equipment and supplies weighing up to 50 pounds.
Vision abilities including close, distance, color peripheral, and depth perception.

Nice To Haves

Familiarity with ticketing and event platforms such as TIXR, Audience Republic, and BIT.
Familiarity with payment and invoicing tools such as Toast.

Responsibilities

Coordinate and execute on-site activations, private events, and community events from planning through completion.
Lead on-site logistics for assigned events and ensure departments are prepared for event days.
Vet and regulate the Dreamland Events email for artist and private-party inquiries.
Build and manage event timelines, run-of-show documents, and production schedules.
Coordinate with vendors and service providers.
Create and track event budgets and process event-related invoices, deposits, and payments in partnership with the Director of Events & Live Experiences.
Coordinate with marketing on event menus, signage, and other customization needs.
Oversee day-of load-in, setup, load-out, and breakdown logistics.
Act as on-site manager for assigned events, direct event-day staff, and troubleshoot issues such as vendor delays, guest disputes, and parking or logistics problems.
Escalate significant on-site safety, security, or legal issues to the Director of Events & Live Experiences.
Support post-event reporting, including recaps, budget reconciliation, and feedback gathering.
Coordinate artist and client hospitality logistics, including greenroom needs, riders, parking, and guest lists, in coordination with the Directors.
Serve as a point of contact for clients and vendors.
Maintain accurate artist, vendor, and client records and communications.
Support the Directors in maintaining relationships with clients, sponsors, and the local community.
Bridge communication between events, marketing, food and beverage, and operations teams.
Uphold company policies and promote consistency and safety across event operations.