Dreamland Nashville Event Coordinator

Aviator Nation•Nashville, TN

19d

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 coordinator serves as the on-site logistics lead for assigned events, keeps departments prepared, directs event-day staff, and helps ensure operations are smooth, consistent, and safe. The role works in partnership with the Director of Events & Live Experiences and bridges communication among events, marketing, food and beverage, and operations teams. The coordinator manages event inquiries, timelines, run-of-show documents, production schedules, vendors, budgets, invoices, deposits, and event-related payments. Responsibilities also include coordinating customization with marketing, overseeing setup and breakdown logistics, resolving event-day issues, escalating significant safety, security, or legal concerns, and assisting with post-event reporting and feedback. The role supports artist and client hospitality and maintains relationships and records involving clients, sponsors, vendors, artists, and the local community. The position involves working nights, weekends, and holidays as dictated by the event calendar. Physical requirements include prolonged standing and walking, the ability to kneel, bend, stoop, crouch, reach, and climb, and the ability to move and lift equipment and supplies weighing up to 50 pounds. The work environment has a moderate noise level. The job description is not exhaustive, and other duties may be assigned as requested.

Requirements

2–3+ years of experience in event coordination, production, or a related hospitality or entertainment role.
Strong organization and attention to detail, with the ability to manage multiple events and timelines at once.
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.
Serve as the on-site logistics lead for assigned events and ensure departments are prepared.
Lead by example through punctuality, reliability, organization, and attention to detail.
Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences.
Coordinate communication among events, marketing, food and beverage, and operations teams.
Uphold company policies and maintain consistency and safety across event operations.
Monitor the Dreamland Events email and vet artist and private-party inquiries.
Build and manage private and community event timelines, run-of-show documents, and production schedules.
Coordinate with vendors and service providers.
Create and track event budgets and process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences.
Coordinate with marketing on event menus, signage, and other customization needs.
Oversee event-day load-in, setup, load-out, and breakdown logistics.
Manage assigned events on site, 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 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.
Act as a point of contact for clients and vendors.
Maintain accurate artist, vendor, and client information and communication records.
Support the Directors in maintaining relationships with clients, sponsors, and the local community.
Carry out other duties as requested.