Event Set Up Manager

WinSport•Calgary, AB

4d•Onsite

About The Position

The Event Set-up Manager is responsible for the planning, coordination, and execution of event space configurations across the WinSport campus. Reporting to the Director, Events and Sales, this role leads a conversion crew and coordinates staffing resources, including cross-functional support and contingent labour, to ensure all events are set up on time, to standard, and within established safety requirements. The role serves as the primary liaison between WinSport and external event and tour coordinators, translating client requirements into actionable setup plans and managing changes as they arise. Scope includes: corporate and private rentals, major events, and catered functions. This is a working management role with direct accountability for crew supervision, asset and equipment management, client-facing coordination, and the day-to-day operational decisions required to run a high-volume, multi-use event facility.

Requirements

Two or more years of experience in event setup, venue operations, or a related facilities role, with at least two years in a supervisory or team lead capacity.
Demonstrated experience coordinating staffing across multiple teams or resource pools, including external vendors or contingent labour.
Strong organizational and communication skills with the ability to manage competing priorities in a fast-paced, high-volume environment.
Forklift operator certification required, or ability to obtain prior to start.
Valid Class 5 driver's license (non-GDL) required.
WHMIS certification required, or ability to obtain prior to start.
Proficiency in Microsoft Office, particularly Excel and Word.

Nice To Haves

Experience with additional motorized equipment such as scissor lifts or skid steers is an asset.
Experience with event management software such as Momentus is an asset.

Responsibilities

Lead the physical setup and teardown of event spaces across the WinSport campus, including furniture, equipment, staging, audio-visual placement, and catering infrastructure.
Read and interpret event orders and floor plans to ensure setups are accurate and completed on time.
Serve as the on-site liaison for event and tour coordinators, confirming that setup meets their specifications and managing adjustments as they arise.
Conduct pre- and post-event walkthroughs to confirm spaces are ready, safe, and restored to standard following each event.
Coordinate internally with the Events team, Catering, and other departments to sequence setup timelines and resolve conflicts or last-minute changes.
Engage external vendors and contingent staffing resources as required to support event delivery.
Operate motorized equipment including forklifts, scissor lifts, and other material handling equipment as required.
Lead, schedule, and supervise the conversion crew, including full-time, part-time, and casual team members, with accountability for hiring, onboarding, performance expectations, and day-to-day direction.
Coordinate cross-functional staffing resources from across WinSport to meet event resourcing requirements, working with other department leads as needed.
Engage and manage contingent staffing firms when internal resources are insufficient to meet event demand.
Develop and maintain staffing plans that account for a high-volume, weekend-heavy event calendar with variable lead times.
Design and deliver training covering setup procedures, equipment operation, and safety standards for both direct reports and any cross-functional or contingent staff working under this role's direction.
Set clear performance expectations and provide regular coaching and feedback to direct reports.
Ensure all event setups comply with applicable fire, health, and safety regulations and WinSport's internal standards.
Oversee preventative maintenance schedules for event equipment and assets, ensuring everything is in safe working condition.
Conduct regular inspections of event spaces and equipment, taking corrective action on safety hazards, facility concerns, or equipment issues and escalating where required.
Maintain cleanliness and presentation standards across all event spaces before, during, and after events.
Track inventory, condition, and logistics of event assets and equipment, ensuring accurate records are maintained.
Complete scheduling, time capture, and payroll administration in accordance with WinSport requirements, using event management software.
Contribute to departmental budget management including supply ordering, cost tracking, and flagging variances to the Director, Events and Sales.
Provide regular operational updates to the Director, Events and Sales on event execution, staffing, equipment, and any issues requiring attention.