Event Coordinator

ICCLOS-Careers; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Pension

Health plans

Dental plans

H.S.A. contribution

Event tickets

Referral program

Job summary

The Indiana Convention Center & Lucas Oil Stadium is seeking an Event Manager to oversee planning, coordination, and execution of large-scale conventions and trade shows from contract through final settlement. You will lead pre-event meetings, communicate requirements to internal teams, and ensure smooth move-in, show days, and move-out.

Ideal candidates hold a Bachelor’s in event/sports management or related field with 1–3 years of experience.

Qualifications

• Bachelor’s degree in a relevant field and 1–3 years of large-scale event experience or equivalent.
• Experience organizing conventions or trade shows preferred; ability to lead teams.
• Strong client communication and project coordination skills.

Responsibilities

• Serve as primary facility contact for assigned events from contract signing through final settlement.
• Develop relationships with clients to understand event goals and ensure success.
• Create and maintain event documents, timelines, service orders, and plans using Momentus.
• Develop accurate event diagrams and floor plans using AutoCAD.
• Coordinate move-in/out and labor needs for sound and light operations.
• Lead pre-convention and site meetings, and communicate requirements across departments.

Skills

Event management

Leadership

Client relations

Customer service

Budgeting

Scheduling

Education

Bachelor's degree in event management, sports management, project management, public relations, customer service, or a related field

Tools

Momentus

AutoCAD

Microsoft Office

Job description

The Indiana Convention Center & Lucas Oil Stadium (ICCLOS) is a powerhouse destination for some of the largest events in the country. Every day brings something new with hundreds of events throughout the year and annual events such as the Big Ten Football Championship game, FDIC International, Gen Con, Indiana Black Expo, Indiana Comic Con, National FFA, and PRI.

The Event Coordinator/Event Manager organizes and supervises the successful implementation, operation, and completion of facility events (Conventions and Tradeshows).

Consideration for Event Manager will be based on previous event management experience, demonstrated leadership, and experience managing complex or large-scale events.

DUTIES:

Serve as a primary facility contact for assigned events from the time the contract is signed through the final settlement.

Develop strong working relationships with clients and partners to understand event goals.

Create, review, and maintain detailed event documents, timelines, service orders, and operational plans using Momentus.

Develop accurate event diagrams and floor plans using AutoCAD.

Coordinate event move-in, show days, turnovers, and move-out while responding to client and operational needs.

Lead pre-convention meetings, site visits, operational meetings, and other event-related discussions as assigned.

Communicate event requirements to internal departments, contractors, service partners, and vendors to ensure coordinated execution.

Schedule, coordinate, and oversee labor requirements associated with the Sound and Light department.

Monitor event activity throughout the facility and proactively identify and resolve operational challenges.

Represent and protect the interests of the Capital Improvement Board (CIB) by ensuring event decisions align with facility policies, contractual obligations, operational standards, financial interests, and the responsible use of facility resources.

Review event-related charges and service orders for accuracy and assist with billing and final settlement.

Maintain accurate records and event information within Momentus.

Act as a liaison between clients and outside service contractors while maintaining the facility’s operational standards.

Provide exceptional customer service while balancing client expectations with facility capabilities, policies, safety requirements, and operational needs.

Support other events, departments, and facility initiatives as needed, including evenings, weekends, holidays, and extended hours based on the event schedule.

EDUCATION/EXPERIENCE:

Bachelor's degree (B.A.) in event management, sports management, project management, public relations, customer service, or a related field; one to three years of experience organizing and executing large-scale events in a convention center or tradeshow environment; or an equivalent combination of education and experience. We recognize that great candidates may not meet every qualification listed. If you are passionate about event management and believe your skills and experience would make you successful in this role, we encourage you to apply.

What the Indiana Convention Center/Lucas Oil Stadium offers:

• Pension (after you meet the vesting requirements)
• Choice of 2 great Health plans through Anthem
• Choice of 2 great Dental plans through Delta
• When opting into benefits, either $1,500 for Employee only or $2,500 for family plans into your H.S.A.
• Potential for tickets to events hosted at either the Convention Center or Lucas Oil Stadium
• Referral Program ($500 for hired full time referral)

The Indiana Convention Center & Lucas Oil Stadium is an equal opportunity employer.