Event Planner - Midwest Region

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements.

About the role

The Event Planner is an important member of our Varsity All Star Regional Operations team, ultimately responsible for ensuring that their region achieves goals in various areas of operational efficiencies. This person should be analytical, organized, and process-driven. The Event Planner will represent Varsity Brands by demonstration of company core values in driving the highest ethical standards of conduct in all business activities.

Responsibilities

• Coordinate all travel and lodging arrangements for event personnel, including staff, judges, and other event support roles, for camps, competitions, and related events.
• Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.).
• Serve as the primary point of contact for event timekeeping and payroll administration, ensuring accurate, compliant, and timely processing of employee compensation.
• Monitor staffing hours, schedules, overtime, and meal/rest break compliance, proactively identifying and addressing potential labor and wage-and-hour risks.
• Audit timecards and payroll records, investigate discrepancies, resolve missed punches and payroll exceptions, and ensure all corrections are completed prior to payroll deadlines.
• Partner with event leadership and managers to support timecard approvals, documentation, labor budget adherence, and compliance with company timekeeping policies and procedures.
• Partner with Staffing Directors to confirm staff for competitions and communicate closely with event personnel prior to planning staff assignments, housing, and travel.
• Communicate travel and all necessary event information to staff and judges prior to the event.
• Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
• Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
• Responsible for preparing pertinent post-event details and financial information with Event Coordinator and/or Finance Manager.
• Assist with budgeting and forecasting pre-event financials with Event Coordinator.
• Drive achievement of travel targets by proactively adjusting schedules and logistics to maintain alignment with operational goals.
• Maintain relationships with groups and staff from events to increase retention.
• Organize ground transportation for event personnel by coordinating travel manifest based on arrivals and departures.
• Assist with evaluating staff intent to work each season and establish staff pay rates based on years of service.
• Serves in a mid-level management and/or support role at events.

Requirements

• Bachelor’s degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.
• Cheer or Dance experience preferred.

Skills

• Knowledge of SalesForce, UKG, Workday, Varsity University LMS, and Concur including how to pull reports and input data.
• Strong fluency in Microsoft Excel, SharePoint, and Adobe along with other Microsoft Office programs.
• Excellent verbal and written communication skills.
• Ability to work independently and as a team.
• Ability to multi-task and work efficiently.
• Strong organizational skills and attention to detail.
• Strong time management and attention to timelines.

Schedule

• Full time, Exempt
• Hybrid Work Schedule (Monday-Thursday 8-5 In Office, Friday 8-5 Work from Home + travel).
• Event travel and attendance at staff meetings & training is required. Event travel will include overnight stays for events.
• Anticipate being available 2-3 weekends per month during event season (October-June).

Physical Requirements

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.

• While not participating in an event, this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.
• Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required.
• During events, the ability to stand and walk for long periods of time (5 hours plus) is required.
• The ability to communicate with customers and colleagues using radio, walkie talkie, text message, and email is required.
• The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

Benefits

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• Access to Financial Coaching and member-owned Credit Union
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.