Special Events Manager

Hot Springs Advertising & Promotion Commission•Hot Springs, AR

About The Position

The Special Events Manager is responsible for conceiving, planning, coordinating, managing, and successfully executing special events promoted by Visit Hot Springs, along with groups, meetings, conventions, conferences, entertainment events, and other activities at the Hot Springs Convention Center and/or Bank OZK Arena. The role manages events from initial booking and planning through move-in, event operations, move-out, and post-event follow-up. It coordinates client requirements and event partners, develops planning and production materials, and assists with event budgets and financial reporting. This is an exempt, salaried position.

Requirements

Strong leadership, organizational, communication, interpersonal, customer service, public speaking, problem-solving, and decision-making skills.
Previous experience in event planning, event management, hospitality, convention centers, arenas, tourism, destination management, meetings, or a related field.
Experience preparing and reviewing media kits, promotional materials, proposals, presentations, or similar materials.
Excellent oral and written communication skills.
Strong language skills and ability to read business documents, including newspapers, periodicals, journals, manuals, contracts, and proposals.
Ability to work effectively with people from diverse backgrounds and maintain professional relationships with clients, coworkers, vendors, sponsors, and community partners.
Sufficient mathematical ability to calculate discounts, interest, profit and loss, budgets, pricing, percentages, and other event-related financial information.
Ability to analyze information and determine appropriate timing, location, staffing, resources, and sequence of operations.
Knowledge of personal computers and above-average skills in word processing, spreadsheet, database, presentation, email, and related applications.
Ability to manage multiple projects, events, deadlines, and priorities simultaneously.
Ability to work a flexible schedule, including evenings, weekends, holidays, early mornings, and extended hours when events require.
Willingness and ability to travel when needed.
Reliable transportation.
Ability to move throughout convention center, arena, meeting, exhibit, backstage, and event areas.
Ability to talk and hear in office and event environments.
Ability to occasionally lift and/or carry objects weighing up to 50 pounds.
Ability to climb stairs, navigate event equipment and temporary setups, and work in areas where event activity is taking place.
Ability to work extended periods during event setup, event operations, and event teardown.

Responsibilities

Conceive, design, coordinate, and execute special events for Visit Hot Springs.
Develop and implement event strategies, including timelines, schedules, production plans, and operational requirements.
Coordinate meetings with event partners, sponsors, vendors, community organizations, boards, and other stakeholders.
Direct vendors, suppliers, subcontractors, sponsors, and other event partners before and during events.
Serve as the primary event contact for assigned groups, meetings, conventions, conferences, banquets, entertainment events, sporting events, community events, and other facility activities.
Coordinate events from initial booking and planning through move-in, event operations, move-out, and post-event follow-up.
Meet with clients to identify event objectives, program requirements, schedules, room configurations, equipment needs, staffing requirements, and other operational needs.
Work with clients to establish load-in, setup, rehearsal, event, strike, and load-out schedules.
Ensure client requests are communicated to the appropriate departments and followed through to completion.
Prepare correspondence, event information, and other materials as needed.
Assist with oral bid presentations to boards, organizations, associations, corporations, and other groups.
Track event-related commitments, deadlines, deliverables, and sponsorship obligations.
Assist with event budgets, expenses, purchase orders, invoices, and financial reporting as assigned.
Develop and maintain event files, event orders, timelines, floor plans, schedules, and other planning documents.
Perform other duties as assigned by management, including duties not typical to the position.