Event Coordinator

This is a Full Time Job

SUMMARY

The Event Coordinator handles production preparations for events, coordinates the move-in and move-out of events by acting as the liaison between the promoter, Pacers Basketball LLC personnel, and Stagehands Union, and acts as designated event coordinator for events at Gainbridge Fieldhouse. This position will be required to work long and unusual hours at times based on the event schedule and the requirements of the event. This includes evenings, weekends, late nights and/or early mornings.

ESSENTIAL DUTIES / RESPONSIBILITIES
• Meet with clients to help plan their event and discuss setup details, along with sound and audio-visual requirements.
• Ensure set-up of staging, risers, lighting and other show-related equipment according to promoter's needs and ensures proper safety precautions.
• Responsible for last minute requests from the promoter/tour manager/production manager for changes in staging and other production preparations.
• Second-in-command to the designated event supervisor during assigned events.
• Act as the main point of contact for the promoters regarding concerns with the production during the event.
• Assist in acquiring parking permits and/or arrange for parking of extra show-related vehicles with both private parking lots, city officials, and the Department of Transportation.
• Contact outside vendors to request various goods including towels and audio-video equipment for designated events.
• Create drawings using AutoCAD based software and Social Tables to help communicate event setup needs for events.
• Be responsible for and/or supervise changeover between events and production preparations.
• Help in administration of labor contract and define responsibilities to set-up personnel, road crews and stagehands according to the event needs and within compliance of labor contract.
• Coordinate safety and crowd management procedures with safety directors, event supervisors and department VP(s).
• Prepare information and instruction sheets for each assigned event to present to the Facilities department and PS&E staff.
• Conduct pre-event meetings to inform key departments of important event-related logistics and operations.
• Aid the Box Office personnel with seating charts, chair set-up, and any other special responsibilities requested by the promoter
• Make site visits when vital to gain information about upcoming events that will be hosted at Gainbridge Fieldhouse.
• Attend industry events and conferences to network, develop industry expertise, and to build a plan for future host events.
• Contact fire marshal regarding inspections for particular events, if necessary.
• General office duties (data entry, answering phones, copying, filing, faxing, collating and distributing departmental information).
• Research and report best practices from other industry related arenas and industry practices as they relate to event production.
• Any other duties as assigned.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
• Valid Driver's License
• 3 years of event planning and/or production experience
• Bachelor's Degree or equivalent relevant experience

COMPUTER SKILLS:
• Knowledge of Microsoft products such as but not limited to Outlook, Excel, Word
• Ability to learn new software programs and navigate through the internet

REASONING ABILITY:
• Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret directions and technical diagrams.

PROBLEM SOLVING REQUIREMENTS:
• Employee must deal with various internal and external constituents to solve problems and deliver projects on time with accuracy, professionalism, and with outstanding customer service.
• Be capable of calculating the required amount of equipment to acquire the desired setup of stages, risers, chairs, etc.

PHYSICAL AND ENVIRONMENTAL DEMANDS

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, move heavy objects, use a computer, use a 10-key calculator, use a telephone, speak, hear, and write.

While performing the duties of this job, the noise level in the office work environment is usually moderate and the noise level in Gainbridge Fieldhouse / game environment is usually loud. The stress level may become high during certain times of the year.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, gender identity, marital status, disability status, protected veteran status, or any other characteristic protected by law.