Event Coordinator

Gfoat; Longview (TX); On-site; USD 42,000 - 67,000; Full time

Job summary

Longview Convention Complex seeks an experienced events professional to plan, coordinate, and execute diverse events. You will respond to rental inquiries, show spaces, determine client needs, and prepare lease agreements to ensure successful events.

Responsibilities include coordinating insurance, permits, setup, catering, AV, and payments; liaising with city departments; and supporting annual budgeting and reporting for the facility.

Qualifications

• Bachelor's Degree in Hospitality Management, Business Administration, or related field is preferred, with two years events management experience in a public assembly facility or convention center environment.

Responsibilities

• Responds to facility rental requests in person, by phone and email; provides information on rental rates and policies.
• Shows rental spaces to customers and determines event plans and requirements; prepares lease agreements.
• Determines event insurance, security, and permit requirements; ensures certificates and permits are obtained.
• Oversees event setup and execution; coordinates catering, décor, audiovisual needs; ensures compliance with contracts.
• Processes payments, reconciles fees, and assists in budgeting and reporting.

Job description

Description

Plans, coordinates, and executes special events held at the Longview Convention Complex; responds to facility rental inquiries and requests; determines customer event requirements; prepares and administers lease agreements; monitors and ensures services provided appropriately meet the needs of customers; promotes the facilities to the public; prepares a variety of event records and documentation.

Examples of Duties

Provides professional client services and support in the planning, organization, and management of various types of events held at the Longview Convention Complex. Responds to facility rental requests in person and via telephone and email; provides information to customers regarding rental rates and operational policies. Shows rental spaces to customers; obtains overview of customer event plans and requirements; calculates rental fees; prepares and administers lease agreements. Determines event insurance, security, and permit requirements; monitors and ensures appropriate insurance certificates, licenses, and permits are obtained in a timely manner. Oversees the set-up and execution of events; prepares, updates, and distributes Event Set-Up and Detailed Data to events staff. Liaises with other City departments and outside agencies regarding event activities. Coordinates catering, decorating, and audiovisual requirements; ensures the physical set-up and all equipment/personnel provided appropriately meet event requirements and contractual terms. Accepts and processes payments for reservations. Reconciles event fees; refunds damage deposits; adjusts equipment charges; solicits event feedback; negotiates the re-booking of events. Prepares and maintains a variety of event records, reports, and documentation. Manages and maintains cash receipts; prepares bank deposits; submits financial reports to the Finance Department and customer service personnel. Assists the Longview Convention and Visitors Bureau in developing strategies to increase booking of local events and/or identifying and recruiting convention groups. Represents and promotes the Longview Convention Complex to the general public and local hospitality, tourism, and hotel organizations; serves on various committees as assigned or appointed. Provides assistance in compiling data and preparing the annual facility budget. Coordinates and conducts a variety of special projects as assigned. Acts on behalf of the Activity Complex Manager in his/her absence. Performs other related duties as assigned or required.

Minimum Requirements

Prefer Bachelor's Degree in Hospitality Management, Business Administration, or related field, and two years events management experience in a public assembly facility or convention center environment; OR an equivalent combination of education and experience. Must possess a valid Texas Driver's License.