Events Coordinator I

This is work involving event coordination for the municipal convention center.

The employee in this class is responsible for performing tasks of average difficulty involving event management for the municipal convention center. Under general supervision, the employee is required to exercise reasonable initiative and independent judgement in coordinating activities related to lessee needs for small to medium scale events, internal events, and City of Tampa internal events by managing highly detailed event logistics and dealing with the public using the art of hospitality and diplomacy. Must be able to problem solve, multi-task, and to work under pressure. Position will require that work be performed on weekends, holidays, and irregular hours. Work is reviewed while in progress thorough observation and client feedback.

Acts as a liaison between the Tampa Convention Center and the lessee to successfully execute their event. The Event Coordinator gathers event details and lessee’s needs through written specs, conversations, planning meetings, event history, and site tours to prepare and disseminate an Event Resume with a schedule of activity, work orders, personnel requests, ancillary cost estimates, internal departmental and in-house partner

notes, and AutoCad room drawings. The Event Coordinator will use life-safety code guidelines in reviewing floor plan drawings and room set-ups and will make corrective recommendations to the lessee. The Event Coordinator is responsible for submitting tradeshow set-ups to the Fire Marshal’s office for floor plan review and approval. The Event Coordinator will schedule paramedic and firewatch personnel.

The Event Coordinator is on-site for event coverage. They serve as manager-on-duty during events and are assigned the decision-making power necessary to function in that capacity when upper management is not in the office such as nights and weekends.

Independently manage highly detailed event logistics for small to medium-size gatherings to assisting other with backing large scale productions. Respond to client inquiries in a very timely fashion. Work to identify operational challenges associated with the event(s) and determine how to best solve these challenges and/or develop alternative solutions. Use AutoCad software to create non-technical room diagrams. Master the usage of customized event software for event logistics. Create and review work orders. Create a timely client ancillary bill and ensure billing accuracy with client prior to processing the final settlement. Work with the internal partners involving food and beverage, audio/visual, rigging, security, internet and telecommunications, electric, and the business center. Work with outside companies such as general service contractors, decorators, production and audio/visual companies, transportation companies, and any other companies that the client has contracted to provide services within the center.

Lead client planning meetings, internal planning meetings, site tours, formal and informal pre-con meetings, and post-event meetings. Prepares and sends daily activity reports to management and creates a post-con report after the event. Attends weekly staff meetings, scheduling meetings, and week-at-a-glance meetings.

Performs related work as required.

Working knowledge of: Standard office practices and procedures including basic computer operation and Microsoft Office/Excel. Basic AutoCad knowledge is a positive.

Excellent verbal and written communication skills with the ability to easily communicate complex, highly detailed issues, and options to different audiences.

Ability to work on multiple events at once and must maintain a high level of quality output regardless of the task load. Must take initiative and act quickly in a professional manner in a high-pressure environment.

Must be a team player to ensure a cohesive unit. Must have a high level of understanding of the importance of attending to detail. Develop and maintain positive working relationships with other employees to support the team to reach common goals.

Mostly standing, recreation and a combination of working indoors and outdoors.  Requires some use of computer, typing and viewing a monitor

Graduation from an accredited college or university with a bachelor’s degree in hospitality management, business, sports management, recreation, mass communications, public relations, marketing, computer information systems or a related field and one (1) year experience in event coordination, meeting planning, the hospitality industry, or An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job related competencies noted above.

Possession of a valid drivers license.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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