Event Coordinator – Private & Experiential Events

Aviator Nation; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

Aviator Nation is seeking an experienced Events Coordinator to manage on-site activations, private, and community events from planning through completion. You will serve as the on-site logistics lead, ensuring all departments are prepared and event days run smoothly.

Based in Nashville, you will build timelines and budgets, manage vendors, coordinate with marketing, F&B, and operations, and act as on-site manager, handling issues and post-event reporting.

Qualifications

• 2–3+ years in event coordination, production, or related hospitality/entertainment role.
• Highly organized with strong attention to detail and ability to manage multiple events and timelines.
• 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/event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred.
• Availability to work nights, weekends, and holidays based on the events calendar.

Responsibilities

• Coordinate and execute on-site activations, private events, and community events from planning through completion.
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly.
• Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences.
• Bridge communication between the events, marketing, F&B, and operations teams.
• Oversee day-of load-in, setup, load-out, and breakdown logistics.
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise.
• Support post-event reporting, including recaps, budget reconciliation, and feedback gathering.
• Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists.

Skills

Event coordination

Vendor management

Communication

Problem-solving under pressure

Team leadership

Project management

Google Sheets

Budget tracking

Tools

Toast

Job description

• Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared 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 the Director 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, and production schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customization needs
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues 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, and feedback 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 the Directors
• 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, and the local community

Core Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared 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 the Director 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, and production schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customization needs
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues 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, and feedback 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 the Directors
• 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, and the local community

Skills & Qualifications

• 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role
• Highly organized with strong attention to detail and the ability to manage multiple events and 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) and payment/invoicing tools (Toast) preferred
• Availability to work nights, weekends, and holidays based on the events calendar

Physical Requirements & Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for long durations 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 as requested.

Aviator Nation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local 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.