Event Supervisor

Part-time, non-exempt position with event-based work schedules including nights and weekends. Ideal as a second job or for retirees and students.

About the role

Under the direction of the Senior Event Manager, the Event Supervisor oversees events at the Coliseum and Expo Center, primarily in the Expo Conference Center and meeting rooms.

Responsibilities

• Oversees activities with promoters, exhibitors, vendors, and other external and internal departments for all tradeshows and consumer events.
• Oversees activities with clients while on-site during all private events.
• Assists Event Managers with developing detailed room diagrams/event info sheets for each event in accordance with applicable building fire codes and distributes them to venue departments for implementation.
• Assists with event billing, including space/equipment rental charges and other building services.
• Works an irregular schedule as required to ensure proper supervision of events and activities and acts as Manager on Duty during assigned events.
• Conducts tours of spaces and consults with prospective rental clients to maximize building usage and revenues.
• Assists the Operations department with room and tradeshow setups as needed.
• Communicates with various departmental staff members as necessary for the successful execution of events.
• Utilizes computer technology for customer relationships and event management.
• Ensures all rented and auxiliary spaces are ready when clients arrive to set up or move in.
• Places/removes event signage and crowd control barriers as necessary.
• Assists the Vice President of Operations, Assistant Operations Manager, and Facilities Manager with the supervision of custodial, maintenance, contract services, and other staff for the production and implementation of events as needed.
• Ensures that promoters/clients follow applicable laws, regulations, and procedures for the normal and safe operation of the venue.
• Participates in assigned operational meetings with Allen County War Memorial Coliseum and Expo Center staff.
• Assists the Senior Event Manager with data collection for annual rate sheet updates.
• Ensures appropriate post-event reports are submitted following the conclusion of all events.
• Assists with creating and scheduling digital signage for guest wayfinding.
• Assists Event Managers with event advances as necessary.
• Performs all other duties as assigned by the Senior Event Manager or other members of senior management.

Requirements

• Associate's Degree or certification from a program of comparable length, or equivalent experience.
• At least one year of relevant work experience in event planning/coordination, logistics, or venue operations.
• Experience with Momentus event management software, DataCad drafting software, and Daktronics Venus Control Suite preferred.
• Outgoing, articulate personality with well-developed communication skills to interact with guests, clients, and vendors regularly.
• Verbal communication skills, including consulting with clients, planning operations with staff, and resolving complaints from guests in person and/or on the telephone.
• Written communication skills, including composing detailed notes and documentation.
• Specialized training and/or work experience with computer-aided drafting programs preferred.
• Proficient with Microsoft Office 365 and its programs, including Word, Excel, SharePoint, etc.
• Advanced computer proficiency and the ability to learn new systems and programs quickly.
• Ability to process and implement complex instructions with superior attention to detail and consideration of short-term and long-term impacts.
• Valid Indiana Driver's License to perform field work and/or operate county-owned vehicles required.
• Ownership or use of a private vehicle for business purposes.
• Ability to work mornings, nights, weekends, and holidays as directed for events.
• Ability to make appropriate decisions in stressful/emergency situations and provide necessary guidance to building staff, promoters/clients, and guests.
• Experience operating forklifts, high lifts, and other equipment, and the ability to achieve forklift certification within 90 days of employment.

Physical Demands

• Frequent standing, walking, and sitting throughout the day.
• Occasional lifting and carrying items up to 50 lbs., pushing/pulling equipment, and performing repetitive motions.
• Exposure to office conditions, extreme noise, lighting, heat, cold, and vehicle exhaust during events.
• Fine motor skills for computer work and gross motor skills for event setups.
• Physical endurance needed for long hours.

Schedule

Required nights, weekends, and holidays based on event schedule with some regular business office hours. Preferred availability: nights and weekends.