Position: Public and Private Events Specialist
Reports to: Vice President of Development
Department: Sales and Events
Compensation: $50,000 - $55,000
Position Summary:
The Public and Private Events Specialist is responsible for the planning, coordination, and execution of all public and private events at Loveland Living Planet Aquarium, including concerts, weddings, corporate events, and all other public events. This individual will ensure that each event is flawlessly executed, creating memorable experiences for guests while maximizing revenue opportunities for the Aquarium.
Essential Duties and Responsibilities:
- Event Planning and Coordination:
- Excellent project management skills, and the ability to manage complex timelines and multiple projects.
- Develop and execute a comprehensive event strategy
- Lead the end-to-end management of events, including sourcing, planning, development, and execution, ensuring all logistics are managed efficiently
- Establish KPIs for each event and analyze event performance against metrics to assess success
- Create detailed event plans and supporting event materials, including event briefs.
- Coordinate with internal teams and provide consistent communication to ensure alignment around objectives and logistics
- Serve as a member of an events project team and contribute to a wide variety of functional areas including decisions around budget allocation, and a hands-on approach to managing technical, design and logistical elements.
- Initiate and lead meetings with stakeholders to guide the development of effective practices for planning and executing productions, meetings, and events, including production meetings, technical rehearsals, and show runs.
- Develop and manage event budgets, timelines, and logistics.
- Monitor event expenses and ensure adherence to budgets, identifying cost-saving opportunities and maximizing revenue potential.
- Collaborate with clients to understand their needs and vision for their event, ensuring alignment with the Aquarium's mission and brand.
- Secure necessary permits, licenses, and insurance, adhering to all relevant regulations and safety protocols.
- Coordinate with vendors, including onsite caterer, audiovisual technicians, decorators, and entertainment providers, ensuring seamless integration and high-quality service.
- Coordinate and manage team, event staff, including setup crews, greeters, and volunteers, providing clear direction and ensuring a positive guest experience.
- Event Execution:
- Oversee all aspects of event setup and breakdown, ensuring efficient use of resources and adherence to timelines.
- Ensure that events run smoothly and according to schedule, addressing any issues or concerns that may arise with professionalism and efficiency.
- Conduct post-event evaluations, gathering feedback from clients, guests, and staff to identify areas for improvement and implement changes for future events.
- Other Duties:
- Demonstrated high level of confidence in making decisions, good judgment, and innovative and creative problem-solving skills.
- Stay up-to-date on industry trends and best practices, attending relevant conferences and workshops to enhance professional development.
- Perform other duties as assigned, contributing to the overall success of the Events department.
Qualifications:
- Education and Experience:
- Bachelor's degree in event management, hospitality, or a related field - preferred.
- Minimum of 3-5 years of experience in event planning and coordination.
- Experience with large events, or hospitality management and managing concerts is a plus.
- Skills and Abilities:
- Excellent organizational and project management skills.
- Strong communication and interpersonal skills.
- Ability to work well under pressure and meet deadlines.
- Creative problem-solving skills.
- Knowledge of Microsoft Office suite, and knowledge of cloud applications such as Google Docs and SharePoint.
- Exceptional customer service skills with the ability to cultivate partnerships.
- The ideal candidate is proactive, process-oriented and highly creative.
- They should demonstrate a proven ability for inventing new ways to show up experientially, the willingness to handle hands-on work, and the expertise to see events through and measure success.
Working Conditions:
- This position requires evening and weekend work.
- Physical activity may be required, such as setting up tables and chairs.
- The position will involve exposure to noise and crowds during events.
Compensation and Benefits:
- Competitive salary commensurate with experience.
- Comprehensive benefits package, including health insurance, dental insurance, vision insurance, retirement plan, and paid time off.
