Special Events Coordinator - The Pinnacle

AEG Worldwide•Nashville, TN

19h•Onsite

About The Position

The Special Events Coordinator is responsible for the planning, budgeting, and implementation of assigned events, including backstage hospitality for touring artists. This role assists tenants with their scheduled events and manages equipment, supplies, inventory, and physical plant areas such as dressing rooms and backstage hospitality. The Coordinator also acts as the venue representative to local hotels, developing relationships and coordinating pricing. The position reports to the General Manager.

Requirements

High School Diploma or its equivalency
2-4 years of related work experience
Experience in hospitality and food service industries
Proficient in Microsoft Office Suite (Word, Excel, Outlook)
Ability to learn required business systems
Knowledge of legal and risk issues surrounding food service, contract fulfillment, and leases
Exceptional problem-solving skills
Exceptional Customer Service skills to interface with artists, management, tenants, and other high-profile persons
Highly organized and flexible
Ability to work calmly under pressure
Budgeting and inventory experience
Ability to handle cash and checks, figure sums, and provide expense reports

Nice To Haves

BA/BS Degree

Responsibilities

Review touring artist hospitality riders and provide budget for items and services.
Assist manager in ensuring proper support staff and vendor coordination.
Oversee backstage service on show days, including meals, dressing room setup, wardrobe duties, and runner duties.
Assist Production Manager with tasks such as copying, providing information, and relaying artist lists.
Book or recommend local hotels for acts and their entourage, negotiate annual prices, secure partner agreements, and track complimentary rooms.
Produce detailed budgeting information, including pre-show budgets, day-of-show expense analysis, and inventory of stock.
Build and cultivate relationships with vendors (caterers, hotels, equipment providers) to negotiate pricing.
Maintain a database of potential Special Events targets and participate in solicitation efforts.
Conduct market research as directed.
Participate in association meetings for event planners and similar organizations, networking and providing data.
Manage assigned events and serve as the direct contact.
Attend rental meetings and provide budgets.
Prepare checklists, schedules, and correspondence for departments relative to events.
Prepare detailed outlines and instructions for events as required.
Assist with ordering venue supplies and staff uniform shirts/outfits.
Maintain hospitality files (hotels, maps, menus) for quick access.
Act as a liaison for hospitality-related matters.