Event Coordinator 2024

ALABAMA GULF COAST CONVENTION AND VISITORS’ BUREAU

Gulf Shores, Alabama

TITLE:                        Event Coordinator

REPORTS TO:           Sports & Events Operations Manager and Vice President of Sales & Sports

QUALIFICATIONS:

1. High school diploma or equivalent required, college degree preferred.
2. A working knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) required.
3. Prior sports management, event planning or other related hospitality experience preferred.

ESSENTIAL FUNCTIONS

1. Ability to communicate effectively, manipulate data, perform operational tasks, and operate office equipment.
2. Ability to lift and transport up to 45 pounds for delivery.
3. Have dependable transportation and a current driver's license.
4. Possess the combination of communication skills, perception, and political astuteness to interact with Industry Partners, event partners and vendors in accomplishing assigned tasks.
5. Ability to work independently at all times to meet scheduled deadlines and all job/event goals and requirements.
6. Flexibility to carry out responsibilities on evenings or weekends, and to travel as needed.

RESPONSIBILITIES:

Event Responsibilities

Manages, coordinates, and executes, as needed, any and all aspects of event planning for 1) GSOBSC grant-enhanced events and 2) GSOBSC sponsored events; working with Event Planners, Event Management personnel and SC staff including VP of Sales, Sports & Events Operations Manager, other SC Event Coordinators, SC interns and SC event volunteers to accomplish established goals.

Duties will include but not be limited to:

1. Management of rooming lists and liaison between Event Planners and Industry Lodging Partners.
2. Management of event participant registration.
3. SC website management for all events; management of social media and banner placements for events.
4. Creating, maintaining, and updating event check lists for each event and the Standard Operating Procedures (SOP) for larger events.
5. Works with Communication and Marketing Specialist on creation of press releases and marketing plans for events and works with media and film crews as necessary.
6. Works with SC sponsors for activation, fulfillment, reporting, and other aspects required to produce events and maintain sponsorships.
7. Works with City personnel to coordinate event logistics on site.
8. Recruit, train, and coordinate GSOBSC volunteers as needed for events and fulfillment.
9. Acts as a liaison between the GSOBSC and event planners/managers.

Management of the CRM system

1. Entering event coordination information into CRM system to insure account updates, creating, handling & completing traces for event coordination.
2. Entering Sponsor communications, activation, fulfillment, event coordination and other communications into CRM system as required.

Other Responsibilities

In the event of an occurrence or an anticipated occurrence that produces a mandatory evacuation order for the CVB tax district, Event Coordinator is responsible for communicating his/her location to the Vice President of Sales & Sports, Sports & Events Operations Manager within 48 hours of the time of the occurrence.

Other duties as assigned by the Sports & Events Operations Manager, Vice President of Sales & Sports, or the President/CEO.

EVALUATION:        Three months after hire (probation period), then annually.