Event Coordinator

Aviator Nation•Malibu, CA

38d•Onsite

About The Position

The Event Coordinator will be responsible for planning, executing, and managing Dreamland's on-site activations, private events, and community events from inception to completion. This role serves as the on-site logistics lead, ensuring smooth event operations and effective communication between various teams. The coordinator will also manage event timelines, budgets, vendor relationships, and client relations support, upholding company policies and safety standards throughout all event activities.

Requirements

2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role.
Highly organized with strong attention to detail and the ability to manage multiple events and timelines at once.
Strong vendor management, problem-solving, and decision-making skills under pressure.
Confident leading and directing event-day staff and vendors.
Strong written and verbal communication and follow-through skills.
Proficient in Google Sheets, Docs, Slides, and Gmail.

Nice To Haves

Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred.

Responsibilities

Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion.
Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly.
Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff.
Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences.
Bridge communication between the events, marketing, F&B, and operations teams.
Uphold company policies and ensure consistency and safety across all event operations.
Vetting & regulating the Dreamland Events email for both artist & 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; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences.
Coordinate with the marketing team to align event menus, signage, and all other customization needs.
Oversee day-of load-in, setup, load-out, and breakdown logistics.
Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise (e.g., vendor delays, guest disputes, parking or logistics issues).
Escalate significant on-site issues (safety, security, legal) to the Director of Events & Live Experiences.
Support post-event reporting, including recaps, budget reconciliation, and feedback gathering.
Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists for all private and community events in coordination with the Directors.
Serve as a point of contact for clients and vendors.
Maintain accurate records of artist, vendor, and client information and communications.
Support the Directors in maintaining relationships with clients, sponsors, and the local community.