Event Operations Lead: On-Site & Experiences

Aviator Nation; Nashville (TN); On-site; USD 42,000 - 60,000; Full time

Job summary

Aviator Nation seeks an experienced events professional to coordinate on-site activations and private/community events in Nashville. You will lead logistics, manage timelines and budgets, and supervise event-day staff to ensure smooth operations.

Collaboration with marketing, F&B, and operations is essential to deliver exceptional experiences for artists, clients, and guests. The role requires strong organizational skills, vendor management, and availability for nights/weekends, with a focus on

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.

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.
• Vetting & regulating the Dreamland Events email for both artist & private party inquiries.
• 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.
• 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.
• 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.

Job description

Aviator Nation seeks an experienced events professional to coordinate on-site activations and private/community events in Nashville. You will lead logistics, manage timelines and budgets, and supervise event-day staff to ensure smooth operations.

Collaboration with marketing, F&B, and operations is essential to deliver exceptional experiences for artists, clients, and guests. The role requires strong organizational skills, vendor management, and availability for nights/weekends, with a focus on