Special Events Coordinator - The Pinnacle
AEG Presents, Nashville, TN, United States
Special Events Coordinator
This role is responsible for planning, budgeting, and implementing events, serving as venue representative to local hotels and vendors, and managing backstage hospitality for touring artists. Under direction of the General Manager, duties include handling equipment, supplies, inventory, and physical plant areas such as dressing rooms and backstage hospitality.
Responsibilities
Review touring artist hospitality riders and provide budget for items and services, and assist manager in ensuring proper support staff to fulfill contractual arrangements and vendor works.
Oversee backstage service on show days: providing meals, dressing room set up, light wardrobe duties, runner duties.
Assist Production Manager with copying, providing information to acts, and getting artist lists to box office or other functions.
Book or recommend local hotels for acts and entourage, negotiate annual prices, secure partner agreements, track free rooms, and provide quarterly reports.
Produce detailed budgeting information—pre‑show budget based on rider, receipts, day‑of‑show expenses, inventory of stock on hand, and annual needs (towels, equipment, durables).
Build and cultivate vendor relationships (caterers, hotels, equipment providers) to negotiate best pricing.
Maintain database of potential targets for Special Events and participate in solicitation efforts; may conduct market research as directed.
Participate in association meetings for event planners, attend meetings, network, and provide data to General Manager.
Manage assigned events and serve as direct contact for special events; attend rental meetings and provide budgets.
Prepare checklists, schedules, and correspondence for departments; prepare detailed outlines and instructions for events as required.
Assist with ordering venue supplies, staff uniforms, and maintain hospitality files (hotels, maps, menus).
Education Qualifications
High School Diploma or equivalency (BA/BS Degree Preferred)
Experience Qualifications
2-4 years related work experience
Experience in hospitality and food service industries
Skills and Abilities
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn required business systems.
Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases.
Exceptional problem‑solving skills.
Exceptional customer service skills to interface with artists, management, tenants and other high‑profile persons.
Highly organized and flexible; able to work under pressure calmly.
Budgeting and inventory experience and ability to handle cash and checks, figure sums and provide expense reports.
Qualifications (ALL)
High School Diploma or equivalency (BA/BS Degree Preferred)
2-4 years related work experience
Experience in hospitality and food service industries
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn required business systems.
Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases.
Exceptional problem‑solving skills.
Exceptional customer service skills to interface with artists, management, tenants and other high‑profile persons.
Highly organized and flexible; able to work under pressure calmly.
Budgeting and inventory experience; ability to handle cash and checks, figure sums and provide expense reports.
Payscale
$20 - $25
Bonus
This position is not eligible for a bonus under the current bonus plan requirements.
Benefits
This position may be eligible for benefits (ACA qualification).
Equal Opportunity Employer
AEG may require employees to perform duties outside their normal description. AEG hires the most qualified applicants, complies with all applicable federal, state and local employment laws, and is an equal opportunity employer that does not discriminate on the basis of race, color, marital status, disability, religion, age, sex, sexual orientation, national origin, genetic information, veteran status, or any other legally protected status.
Immigration Status
Employer does not offer work visa sponsorship for this position.
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This role is responsible for planning, budgeting, and implementing events, serving as venue representative to local hotels and vendors, and managing backstage hospitality for touring artists. Under direction of the General Manager, duties include handling equipment, supplies, inventory, and physical plant areas such as dressing rooms and backstage hospitality.
Responsibilities
Review touring artist hospitality riders and provide budget for items and services, and assist manager in ensuring proper support staff to fulfill contractual arrangements and vendor works.
Oversee backstage service on show days: providing meals, dressing room set up, light wardrobe duties, runner duties.
Assist Production Manager with copying, providing information to acts, and getting artist lists to box office or other functions.
Book or recommend local hotels for acts and entourage, negotiate annual prices, secure partner agreements, track free rooms, and provide quarterly reports.
Produce detailed budgeting information—pre‑show budget based on rider, receipts, day‑of‑show expenses, inventory of stock on hand, and annual needs (towels, equipment, durables).
Build and cultivate vendor relationships (caterers, hotels, equipment providers) to negotiate best pricing.
Maintain database of potential targets for Special Events and participate in solicitation efforts; may conduct market research as directed.
Participate in association meetings for event planners, attend meetings, network, and provide data to General Manager.
Manage assigned events and serve as direct contact for special events; attend rental meetings and provide budgets.
Prepare checklists, schedules, and correspondence for departments; prepare detailed outlines and instructions for events as required.
Assist with ordering venue supplies, staff uniforms, and maintain hospitality files (hotels, maps, menus).
Education Qualifications
High School Diploma or equivalency (BA/BS Degree Preferred)
Experience Qualifications
2-4 years related work experience
Experience in hospitality and food service industries
Skills and Abilities
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn required business systems.
Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases.
Exceptional problem‑solving skills.
Exceptional customer service skills to interface with artists, management, tenants and other high‑profile persons.
Highly organized and flexible; able to work under pressure calmly.
Budgeting and inventory experience and ability to handle cash and checks, figure sums and provide expense reports.
Qualifications (ALL)
High School Diploma or equivalency (BA/BS Degree Preferred)
2-4 years related work experience
Experience in hospitality and food service industries
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn required business systems.
Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases.
Exceptional problem‑solving skills.
Exceptional customer service skills to interface with artists, management, tenants and other high‑profile persons.
Highly organized and flexible; able to work under pressure calmly.
Budgeting and inventory experience; ability to handle cash and checks, figure sums and provide expense reports.
Payscale
$20 - $25
Bonus
This position is not eligible for a bonus under the current bonus plan requirements.
Benefits
This position may be eligible for benefits (ACA qualification).
Equal Opportunity Employer
AEG may require employees to perform duties outside their normal description. AEG hires the most qualified applicants, complies with all applicable federal, state and local employment laws, and is an equal opportunity employer that does not discriminate on the basis of race, color, marital status, disability, religion, age, sex, sexual orientation, national origin, genetic information, veteran status, or any other legally protected status.
Immigration Status
Employer does not offer work visa sponsorship for this position.
#J-18808-Ljbffr