Special Events Coordinator - MegaCorp

Special Events Coordinator - Mega Corp

AEG invites you to join our team as a Special Events Coordinator for the Mega Corp program. The role involves planning, budgeting, and executing events in collaboration with our General Manager and other leadership.

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows, and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform, and global sponsorship activations to create memorable moments that give the world reason to cheer.

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations.

The Special Events Coordinator is responsible for the planning, budgeting, and implementation of events assigned by the General Manager, including backstage hospitality for touring artists when applicable. Under the administrative direction of the General Manager, the Coordinator assists tenants with their scheduled events and manages equipment, supplies, inventory, and physical plant areas involved in the position (dressing rooms, backstage hospitality, and similar areas).

The Coordinator also serves as the venue representative to local hotels, developing relationships and coordinating pricing with these organizations.

• Review touring artist hospitality riders and provide budgets for items and services; assist the manager in ensuring proper support staff to fulfill contractual arrangements and work with vendors.
• Oversee backstage service on show days, including provisioning meals, dressing room set up, light wardrobe duties, and runner duties.
• Assist the Production Manager with tasks such as copying, providing information to acts, and obtaining artists’ lists.
• Book or recommend local hotels for acts and their entourage; negotiate annual prices, secure partner agreements with the General Manager, and handle tracking of free rooms and usage.
• Provide quarterly reports on hotel arrangements.
• Produce detailed budgeting information, including pre-show budgets based on riders, receipts, day-of-show expense analysis, inventory of stock on hand, and annual needs (towels, equipment, durables).
• Build and cultivate relationships with vendors such as caterers, hotels, and equipment providers to secure the best pricing available.
• Maintain a database of potential targets for Special Events and participate in solicitation efforts; conduct assigned market research as directed.
• Participate in association meetings for event planners and similar organizations; attend meetings, network, and provide data to the General Manager.
• Manage events as assigned and act as the direct contact for special events; attend rental meetings and provide budgets.
• Prepare checklists, schedules, and other correspondence for departments relative to events; develop detailed outlines and instructions as required.
• Assist with ordering venue supplies, staff uniforms, and maintain hospitality files (hotels, maps, menus) for quick access, acting as liaison for these items.

• High School Diploma or its equivalency; BA/BS Degree Preferred.

• 2-4 years of 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…