Event Coordinator (ASO2) - Municipal Auditorium
Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Exact $54,699.00
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee assistance program
Career development opportunities
Flexible Schedule
Job Description
The Nashville Municipal Auditorium, a renowned venue located in the heart of Nashville, Tennessee, is a historic establishment that hosts a diverse array of events ranging from musical concerts to sporting events and cultural programs. Known for its vibrant atmosphere and versatility, the auditorium is not only a staple for live entertainment in the city but also serves as home to the Musicians Hall of Fame and Museum. This prestigious venue attracts a wide variety of performers and audiences, making it a hub of excitement and cultural significance. The Municipal Auditorium’s commitment to excellence in event hosting is reflected in... Show More
Job Requirements
- High school diploma or equivalent
- Experience in event planning or administrative roles
- Ability to work nights and weekends
- Proficient in Microsoft Outlook and Adobe Acrobat
- Knowledge of event safety and building regulations
- Strong communication and interpersonal skills
- Ability to manage multiple tasks under pressure
Job Qualifications
- Experience with building and event related equipment including staging, rigging, sound, lighting, CAD
- Experience managing event information including contact info, contracts and related materials, event correspondence, and invoices
- Strong organizational and communication skills
- Ability to work nights and weekends
- Proficiency with Vectorworks and Adobe Acrobat
- Previous experience in event coordination or related role
- Familiarity with contract creation and management
- Knowledge of safety codes and regulations in event settings
- Ability to multitask and solve problems efficiently
Job Duties
- Develop sales materials including ads for local business outlets
- Develop and implement marketing campaigns for Municipal Auditorium
- Develop and execute long term event and program planning
- Ensure a safe environment is maintained for show personnel and spectators respecting codes, regulations, and emergency laws
- Monitor events to ensure compliance with applicable building regulations, satisfaction of participants, and resolution of any problems that arise during events
- Facilitate discussion toward finding solutions to problems that may arise
- Design and plot events on Vectorworks and create seating maps for the box office
- Manage events on show days, creating detailed event plans, implementing/distributing gathered information from promoters, and supervising labor calls, security services, EMT services, and other contracted labor services
- Ensure all technical and operational needs of the promoters and crew are met
- Book show essential personnel, such as security and EMT’s as needed
- Speak with potential clients about rental rates, available dates
- provide an estimate of expenses, and staffing quote
- Update event booking calendar on Outlook with event holds and confirmed events
- Provide event booking calendar (jpg & pdf) every Monday morning to Promoters and MHOFM using Adobe Acrobat
- Provide prospective clients with the rental application, and all necessary information requested
- Respond to any RFP’s sent for bid by prospective clients, including the NCVC and Cvent application
- Create contracts
- and send to Metro Legal for approval
- Work cooperatively with Metro Legal to make any changes/amendments requested from client’s legal to non-standard contracts
- Email executed contract to client with estimate of expenses and staffing quote
- Provide expected return date to client for signed contract, deposit, balance due, and insurance so that contracting documents are received in a timely manner and a fully executed copy memorialized/distributed
- Create event folders for each contracted event
- Manage event information on Outlook including contact info, contracts and related materials, event correspondence, and invoices
- Scan in and email the fully executed agreement back to the client
- Create a final statement post event and distribute to clients for final settlement
- Follow up with clients if necessary, sending reminders to clients to return contracts, deposits, insurance, and balance due, and invoices
- Update electronic marquees with show approved language
- Provide backup to Payroll, Accounts Payable, and Procurement
Job Location
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