Event Coordinator – Private & Experiential Events

Aviator-Nation-544d1ad; Nashville (TN); Sur place; USD 52 000 - 75 000; Plein temps

Résumé du poste

Aviator Nation in Nashville is seeking an experienced Events Coordinator to manage on-site activations, private events, and community gatherings from planning through execution. You will lead on-site logistics, build timelines and budgets, manage vendors, and coordinate with marketing, F&B, and operations to ensure flawless events.

Strong communication and the ability to supervise staff are essential. This role requires availability for nights, weekends, and holidays based on the events

Qualifications

• 2-3+ years in event coordination, production, or related hospitality/entertainment role.
• Highly organized with strong attention to detail; able to manage multiple events and timelines.
• Strong vendor management, problem-solving, and decision-making under pressure.
• Confident leading event-day staff and vendors.
• Strong written and verbal communication and follow-through skills.
• Proficient in Google Sheets, Docs, Slides, and Gmail.
• Familiar with ticketing platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast).
• Available to work nights, weekends, and holidays as per events calendar.

Responsabilités

• Coordinate and execute on-site activations and events from planning to completion.
• Serve as on-site logistics lead, ensuring smooth event days.
• Maintain event timelines, budgets, and vendor relationships with the Director.
• Communicate across events, marketing, F&B, and operations teams.
• Oversee load-in/out, setup, and breakdown; troubleshoot on-site issues.
• Support post-event reporting and budget reconciliation.

Connaissances

Event coordination

Attention to detail

Vendor management

Leadership

Communication

Google Workspace

Ticketing tools

Flexible schedule

Outils

Google Workspace

Toast

TIXR

Audience Republic

BIT

Description du poste

Core Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and communityevents from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments areprepared and event days run smoothly
• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff
• Build and maintain event timelines, budgets, and vendor relationships in partnership with theDirector of Events & Live Experiences
• Bridge communication between the events, marketing, F&B, and operations teams
• Uphold company policies and ensure consistency and safety across all event operations

Event Planning & Execution

• Vetting & regulating the Dreamland Events email for both artist & private party inquiries
• Build and manage private and community event timelines, run-of-show documents, andproduction schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments forevent-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customizationneeds
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshootingissues as they arise (e.g., vendor delays, guest disputes, parking or logistics issues)
• Escalate significant on-site issues (safety, security, legal) to the Director of Events& Live Experiences
• Support post-event reporting, including recaps, budget reconciliation, andfeedback gathering

Client Relations Support

• Coordinate hospitality logistics for artists and clients, including greenroom needs, riders,parking, and guest lists for all private and community events in coordination with theDirectors
• Serve as a point of contact for clients and vendors
• Maintain accurate records of artist, vendor, and client information and communications
• Support the Directors in maintaining relationships with clients, sponsors, andthe local community

Skills & Qualifications

• 2-3+ years of experience in event coordination, production, or a relatedhospitality/entertainment role
• Highly organized with strong attention to detail and the ability to manage multiple eventsand timelines at once
• Strong vendor management, problem-solving, and decision-making skills under pressure
• Confident leading and directing event-day staff and vendors
• Strong written and verbal communication and follow-through skills
• Proficient in Google Sheets, Docs, Slides, and Gmail
• Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) andpayment/invoicing tools (Toast) preferred
• Availability to work nights, weekends, and holidays based on the events calendar

Physical Requirements & Working Conditions

• Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for longdurations of time.
• Ability to move and lift equipment and supplies of up to 50 pounds.
• Vision abilities include close, distance, color peripheral, and depth perception.
• The noise level in the work environment is moderate.

This job description is not exhaustive, and you may be required to carry out other duties asrequested. EEO StatementAviator Nation provides equal employment opportunities to all employees and applicants foremployment and prohibits discrimination and harassment of any type without regard to race, color,religion, age, sex, national origin, disability status, genetics, protected veteran status, sexualorientation, gender identity or expression, or any other characteristic protected by federal, state, orlocal laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.