Event Coordinator

Indianapolis, IN, USA|

Job Overview

Job Description

Indiana Convention Center & Lucas Oil Stadium (ICCLOS) are premier venues located in Indianapolis, Indiana, known for hosting a wide variety of large-scale events that attract visitors from across the country and worldwide. These venues are recognized for their state-of-the-art facilities, extensive event spaces, and ability to accommodate diverse event needs from sports championships and conventions to concerts and community events. The ICCLOS hosts notable annual events such as the Big Ten Football Championship, FDIC International, Gen Con, Indiana Black Expo, Indiana Comic Con, National FFA, and PRI, establishing itself as a cornerstone of Indianapolis' event and tourism industry.

As leaders in the event and convention industry, ICCLOS is dedicated to delivering exceptional experiences for clients, visitors, and the local community. The venues emphasize teamwork, innovation, and operational excellence, supporting a vibrant work environment where employees contribute to the success of high-profile, large-scale events. Working at ICCLOS provides opportunities to engage with top-tier events, sharpen event management skills, and grow professionally within an established organization with a strong reputation.

The Event Coordinator role at ICCLOS is integral to the successful execution of stadium events. This position supports the entire event coordination process by assisting with the planning, logistics, and implementation of event details that ensure smooth operations. Event Coordinators collaborate closely with internal teams, clients, and external vendors to meet client specifications and operational standards, demonstrating meticulous attention to detail and strong organizational capabilities. This role requires multitasking across various event aspects such as parking, ticketing, security, set-up, and maintenance, and it plays a key role in maintaining compliance with safety regulations and company policies.

The Event Coordinator will also utilize specialized tools including AutoCAD to assist with event layout designs that align precisely with client needs. On event days, the coordinator monitors operations, addresses challenges, and communicates effectively to ensure all logistical components function seamlessly. Additionally, post-event responsibilities include gathering feedback, preparing reports, and supporting continuous improvement efforts for future events. This dynamic and fast-paced role is ideal for candidates who thrive in collaborative environments and are passionate about delivering outstanding event experiences.

Joining the Indiana Convention Center & Lucas Oil Stadium means becoming part of a team committed to excellence, innovation, and community impact. The role offers a supportive work atmosphere with a comprehensive benefits package including health, dental, and vision insurance options, pension plans, generous time off, and employee engagement activities. Candidates will find a fulfilling career path with opportunities to develop expertise in event coordination while contributing to high-profile events that shape the cultural and economic fabric of Indianapolis.

Job Requirements

high school diploma or equivalent
prior experience in event coordination or related roles preferred
proficiency with autocad or similar design software
strong organizational skills with the ability to manage multiple priorities
excellent verbal and written communication skills
ability to work flexible hours including evenings weekends and event days
capacity to collaborate effectively with teams vendors and clients
understanding of safety protocols and company policies during event execution

Job Qualifications

high school diploma or equivalent
experience in event coordination or related field preferred
strong organizational and multitasking skills
excellent communication and interpersonal abilities
familiarity with event planning software and tools such as autocad
ability to work collaboratively in a fast-paced environment
attention to detail and problem-solving skills
knowledge of safety regulations and compliance standards

Job Duties

assist in coordinating event logistics including parking ticketing security set-up maintenance first aid and decoration ensuring all details align with client requirements and operational standards
serve as a liaison between clients internal departments and vendors facilitating communication and ensuring timely delivery of services
prepare and distribute event documents including event schedules operational checklists and logistical details to relevant stakeholders
support the creation and maintenance of event set-up diagrams using autocad ensuring all event layouts are accurate and align with client specifications
assist in monitoring event day operations ensuring that all aspects of the event run smoothly and providing on-site problem-solving support as needed
coordinate with vendors to ensure that services and materials are delivered on time and handle any vendor-related issues that arise during the planning or event execution stages
participate in pre-event meetings with clients and internal teams to confirm event details ensuring that all parties are aligned on expectations and requirements
maintain compliance with safety regulations and company policies during event planning and execution addressing any potential issues proactively
assist with post-event tasks including gathering feedback preparing reports and organizing event materials for future use
support the event manager in any other event-related tasks as needed contributing to the overall success of the event planning process