Job Description

Overview:

Are you a highly organized and detail-oriented individual with a passion for creating memorable events? Do you thrive in a fast-paced environment and possess excellent communication and problem-solving skills? If so, we have an exciting opportunity for you!

LuminoCity is seeking an experienced Event Coordinator to join our dynamic team. As an Event Coordinator, you will play a crucial role in planning, organizing, and executing our upcoming festivals. This position is intended to transition into a permanent staff role following a three-month probationary period.

Responsibilities:

• Assist in load-in and load-out. This includes coordinating specific tasks with the relevant parties, such as the transportation company and the venue, to ensure timely and efficient load-in and load-out operations.
• Identify and contract with vendors and suppliers who will participate in the festival, such as food and beverage vendors, waste management, security, etc. Coordinate their contracts, schedules, payment, and technical requirements.
• Assist the management team in securing quotes, tracking expenses, and ensuring financial objectives are met. Monitor revenue streams such as vendor payments and merchandise sales.
• Assist with all aspects of our gift shop; maintaining and organizing inventory, set up and display, re-supply, and sales tracking.
• Contribute to marketing strategies and help promote the festival to the target audience. This may involve ordering and placing signage, assisting with onsite theme days, and contributing content to be used on our social platforms.
• Become proficient with our ticketing platform (i.e., Peek Pro) and train the event staff on how to use it effectively. Troubleshoot any issues that arise with the platform during the event.
• Help recruit, train, and coordinate event staff who will assist in various aspects of the festival, such as ride operations, admissions, ticketing, and merchandise. Provide guidance and supervision to ensure smooth operations.
• Travel is required during the festival to assist with on-site duties and ensure smooth operations.
• Oversee on-site operations during the festival, including helping to manage event staff, entrances and exits, coordinating parking and transportation logistics, overseeing vendor setup, ensuring safety guidelines and regulations are followed, and addressing any issues or emergencies that arise.
• Focus on providing a positive experience for festival attendees. Ensure that customer service is excellent, amenities are available, and safety measures are implemented.
• Respond to emailed customer service inquiries and assist with data input for event staff payroll processing.
• Conduct post-festival evaluations to assess the success of the event, gather feedback from vendors and stakeholders, and identify areas for improvement. Analyze data and metrics to measure the festival's impact and success.

Preferred Qualifications, Skills, and Experience:

• A passion for event planning and execution.
• A bachelor’s degree in a related field is a plus.
• Must have 1+ years of Events Assistance experience
• Highly organized with great attention to detail
• Ability to multitask and prioritize responsibilities, work under pressure in a fast-paced environment, and ability to follow deadlines
• Administrative skills such as telephone etiquette, letter composition, appointment scheduling, and email responses.
• Computer literate and proficient with Google Workspace applications and Microsoft Office.
• Team player, flexible, and a self-starter.
• Exceptional communication and interpersonal skills
• Flexibility to work evenings and weekends, as required by event schedules
• Flexible to travel during events to assist with onsite duties
• Valid driver's license
• Language skills are a plus (Mandarin, Spanish)

Qualifications:

• Event Planning and Management skills
• Strong Communication and Customer Service abilities
• Experience in coordinating large-scale events
• Ability to travel within the United States
• Ability to multitask and work well under pressure
• Creativity and attention to detail
• Knowledge of event industry trends

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