Hospitality Events Lead

New York Road Runners•New York, NY

7d•$72,000

About The Position

This position will report to the Head of Event Business Operations & Experience, and will focus on key functions within our team. These functions include weekly race staff catering, specialty events like NYRR's annual Club Night, hotel management for our marquee race properties, hospitality planning for functions at both the NYRR Run Center and within the NYRR office, and Festival planning and execution at various weekly races. The Hospitality Lead will help NYRR deliver best-in-class events, delivering upon the desired experience from both internal and external stakeholders.

Requirements

Minimum of 3 years of event production in a hospitality or other logistical role
Working knowledge of industry best practices in hospitality, catering, VIP client entertainment, hoteling and travel, and galas
Strong understanding of event design and flow, in both indoor and outdoor environments
Keen awareness of process and what needs to happen to efficiently manage many moving parts of equal importance
Ability to effectively handle multiple projects at any given time and work under tight deadlines
Familiarity with the hotel negotiation and contract process
Previous experience of managing staff on-site at events, as well as vendors
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
Excellent written and verbal communication skills
Highly organized, detail oriented, and timeline focused
Strong customer service skills
Ability to work weekends or evenings
Strong commitment to diversity, equity, and inclusion
Willingness to work in an outdoor environment (nights and weekends)
Knowledge of NYC venues, special event spaces, hotels, and caterers

Nice To Haves

CAD, Adobe Illustrator, or similar program for floor plan drafting a plus

Responsibilities

Manage the process and implementation of catering for NYRR staff and volunteers at the weekly and marquee races
Plan and produce various special events, like NYRR Club Night, and other marquee race-related events
Assist the management of the hotel program for marquee race properties
Act as key liaison for catering and hospitality event requests at the NYRR Run Center and in the NYRR office
As part of the Event Business Operations & Experience team, support new special event projects that may arise year-to-year
Work on-site at weekly races as part of the overall Event Team
Assist with the planning of hospitality and special events relating to weekly races as well as annual marquee events and the TCS New York City Marathon
Source (with support from the Procurement team as needed), contract, and manage relationships with caterers, venues, and various vendors
Draft floor plans, BEOs, production schedules, staffing plans, technical plans, and other logistical elements as needed in support of event execution
Assist internal teams on the execution of hospitality programs for corporate and charity partners, and organizational VIPs
Supervise on-site execution, inclusive of managing part-time and contract labor
Assist in the management of our major hotel properties and travel partner, as well as coordination of hotel room blocks for staff, professional athletes, and clients.
Manage hospitality requests for various events and functions that take place at the NYRR Run Center and in the NYRR office
Support the maintenance of various hospitality-related budgets, helping to keep final numbers within approved ranges, and flagging changes to key stakeholders
Assist in rectifying hotel and catering expenses against budgets while processing payments in a timely manner
Contribute to strategic development and business planning in support of new events, partnerships, and opportunities for key stakeholders
Support the overall team by working weekly races throughout the year, especially support our expo and entertainment production team with festival planning and stage management
Maintain knowledge on industry trends nationally and locally, keeping NYRR events relevant and on point with the latest technologies, venues, and hospitality standards