Event Manager

Hot Springs Advertising & Promotion Commission•Hot Springs, AR

4d•Onsite

About The Position

The Event Manager serves as the Center’s Manager on Duty during events and as the liaison with clients after the initial room or space sale. The role involves meeting with clients to determine room setup, equipment, and audiovisual needs; recording event details in Venue Ops; and directing others to meet client requirements and expectations. The Event Manager has operational control of the Venue during events and is responsible for client satisfaction, facility integrity, and public safety. The position coordinates event schedules, room layouts, bookings, services, staffing, and communications among clients, Center staff, departments, vendors, and an in-house catering company. It also supports prospective-client site visits, staff training, and personnel recommendations. The employee works primarily inside the Convention Center on a flexible schedule that includes nights, weekends, and holidays, generally exceeding 40 hours per workweek.

Requirements

High school education or equivalent preferred.
One to three years of experience in the tourism industry preferred, preferably in public assembly facility sales or management.
Be a team player with good people skills and the ability to manage others.
Have above-average oral and written communication skills.
Be able to make sound decisions and direct others’ work under pressure.
Have comprehensive knowledge of Hot Springs Convention Center facilities, equipment, staff resources, and policies, or be able to learn this information quickly.
Have comprehensive knowledge of the Hot Springs community.
Be able to adapt to a flexible work schedule.
Be knowledgeable in Outlook and Word and have above-average computer skills.
Be able to be bonded.

Nice To Haves

Experience in the tourism industry, preferably in public assembly facility sales or management.
High school education or equivalent.

Responsibilities

Serve as Manager on Duty with operational control of the Venue during events, ensuring client satisfaction, facility integrity, and public safety.
Work with event planners and promoters to establish detailed event schedules, enter itineraries in the master schedule, and ensure invoices are generated promptly.
Complete meeting-room drawings, obtain customer approval, and distribute approved drawings to clients and relevant staff and department heads.
Coordinate assigned bookings and ensure services, setups, and arrangements are completed as scheduled and communicated to clients and relevant personnel.
Oversee assigned events, interact with customers, direct Center staff, manage changes, and address current or potential problems.
Maintain accurate records of additional services and resources used and prepare post-event reports and billings.
Schedule and conduct or coordinate pre- and post-convention planning meetings; provide recommendations and ensure decisions are communicated and implemented.
Determine whether greeters and security are needed, how many are required, and their schedules.
Schedule, direct, and supervise event-specific staff, including ushers, greeters, and security.
Assist with training and cross-training Center staff in event coordination.
Provide feedback on support personnel performance and make personnel recommendations regarding hiring, termination, discipline, evaluations, and staff development.
Work with the Sales Department to showcase the facility to prospective clients through site visits, drawings, and space-use ideas.
Advocate for clients in dealings with decorating companies and vendors.
Coordinate with the in-house catering company on Food & Beverage functions.
Inspect and approve room and space layouts for accuracy and compliance with life-safety codes and safety protocols.
Perform other duties assigned by management, including duties outside the typical scope of the position.