Event Services Supervisor

About the role

The Event Services Supervisor reports to the Associate Director, Events and is responsible for coordinating and supporting the planning and execution of rental, special, and in-house events at The Smith Center. This role facilitates day-to-day operational and administrative functions to ensure seamless event delivery, including logistics coordination, stakeholder communication, and on-site execution.

Responsibilities

• Respond to incoming event inquiries and support ongoing communications, ensuring timely follow-up, accurate information, and consistent coordination throughout the event planning process.
• Serve as a primary point of contact for clients, guests, vendors, internal departments, and government to support event planning and execution, ensuring alignment with operational requirements, permits and compliance standards.
• Cover all event logistics from initial inquiry through execution, including gathering event details, developing run of show timelines, securing Certificates of Insurance, tracking payments, and identifying required permits.
• Create and maintain event floor plans and diagrams using the designated diagramming platform to support event execution.
• Coordinate and support client site tours, providing accurate information and a high level of customer service.
• Prepare and distribute event-related reports and communications, including monthly event summaries for Operations, and support invoice processing and tracking.
• Cover the scheduling of event staff for upcoming events in partnership with external staffing vendor, ensuring appropriate coverage and alignment with event operational needs.
• Maintain organized and up-to-date electronic filing systems, including client records, contracts, financial documentation, and event materials.
• Monitor and maintain department inventory and event-related equipment, including but not limited to tables, chairs, cushion covers, table skirts, office radios, portable lighting console monitors, ensuring readiness and proper utilization.
• Anticipate, identify, and proactively resolve potential operational challenges by collaborating with Hospitality leadership and internal departments as necessary.
• Provide on-site supervision and direction to hospitality and events on-call staff during event execution, including assigning tasks, monitoring performance, ensuring adherence to service standards, and maintaining accurate timekeeping.
• Partner with Catering and Food & Beverage teams to coordinate event logistics, meal service, operational readiness, and event execution while ensuring a seamless guest experience and adherence to operational standards.
• Coordinate and oversee event load-in, setup, execution, and teardown, ensuring all activities align with permit and licensing requirements, contractual obligations, and The Smith Center’s safety and building standards, and venue policies.
• Support the Associate Director, Events and Senior Director, Hospitality with additional projects, initiatives, and operational needs as assigned.

Qualifications

• Three or more years of experience working in the field of live entertainment, event management, hospitality, performing arts, or a related field, with demonstrated capability in planning and executing events.
• Bachelor’s Degree in Hospitality Management, Event Management, or a related field preferred, or an equivalent combination of education and relevant experience.
• Experience working in a venue, performing arts center, convention center, hotel, or similar event-driven environment preferred.
• Minimum 1 year experience supervising and directing staff and contracted workers in an event, hospitality, or operational setting, including on-site event execution and team coordination preferred.
• Working knowledge of event logistics, permitting, contracts, and vendor coordination.