Live Events Coordinator: Client-Focused & On-Site Execution

Florida State Fairgrounds; Tampa (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Florida State Fair Authority is seeking an Event Services Coordinator to guide events from inquiry through closeout. You’ll work with clients, promoters, vendors and internal teams to ensure planning, coordination, and on-site execution meet high service standards.

You’ll serve as the primary Event Manager for small-scale events while supporting larger, recurring productions. This hands-on role requires organization, communication, and the ability to manage multiple deadlines in a fast-paced

Qualifications

• Associate's or Bachelor's in Event Management, Hospitality Management, Business Administration, Marketing, Communications, Recreation Management, or related field preferred.
• Minimum three years of experience in event coordination, event management, venue operations, hospitality, customer service, sales support, or related field required.
• Experience working with clients, promoters, exhibitors, vendors, and event stakeholders preferred.
• Experience with event management software such as Momentus/Ungerboeck preferred.
• Valid Florida Driver's License required.

Responsibilities

• Support the Event Services & Sales Department throughout the event lifecycle, from initial client inquiry through event completion and settlement.
• Serve as the primary Event Manager for assigned small-scale, one-time, and lower-complexity events, managing all planning, coordination, and execution activities.
• Assist with client inquiries, lead follow-up, event research, venue tours, site visits, and information gathering to support event development and booking efforts.
• Prepare contracts, license agreements, event estimates, proposals, and supporting documentation for review and approval.
• Participate in and conduct venue tours and site visits with prospective and existing clients to evaluate event needs and communicate facility capabilities.
• Serve as the primary point of contact for assigned clients after contract execution, ensuring timely communication and exceptional customer service throughout the planning process.
• Develop and maintain event resumes, timelines, floor plans, logistics plans, diagrams, and operational documentation for assigned events.
• Coordinate event requirements with Security, Parking, Facilities, Electrical, IT, Grounds, Box Office, Food & Beverage providers, and other internal departments to ensure event readiness.
• Lead event planning meetings, advance calls, operational walkthroughs, and post-event debriefings for assigned events.
• Monitor assigned events on-site and serve as the primary liaison between clients, promoters, exhibitors, vendors, and operational staff during event execution.
• Support the Event Services Manager with planning, logistics, documentation, and coordination for large-scale, recurring, and complex events.
• Maintain accurate event records, client information, contracts, event notes, and planning documents within Momentus and other event management systems.
• Assist with event settlements, invoicing support, post-event reporting, and event closeout documentation.
• Maintain event calendars, schedules, and departmental communication to ensure all stakeholders are informed of event activities, changes, and operational needs.
• Identify opportunities to improve event planning processes, client service standards, communication, and operational efficiency.
• Participate in weekly department meetings, planning sessions, site visits, and operational reviews as assigned.
• Build and maintain positive working relationships with clients, promoters, exhibitors, vendors, contractors, and internal departments to encourage repeat business and strengthen FSFA's reputation.
• Support annual Florida State Fair operations, major events, and special projects as assigned.
• Maintain a professional image and represent FSFA with a high level of customer service, integrity, and responsiveness.

Skills

Event planning

Client coordination

Stakeholder management

Communication

Education

Associate's or Bachelor's degree in Event/ Hospitality/ Business/ Marketing/ Communications

Tools

Momentus/Ungerboeck

Microsoft Office

Job description

The Florida State Fair Authority is seeking an Event Services Coordinator to guide events from inquiry through closeout. You’ll work with clients, promoters, vendors and internal teams to ensure planning, coordination, and on-site execution meet high service standards.

You’ll serve as the primary Event Manager for small-scale events while supporting larger, recurring productions. This hands-on role requires organization, communication, and the ability to manage multiple deadlines in a fast-paced