Event and Activation Coordinator

Plans, organizes, coordinates, presents and promotes events and activities at Arts & Culture – Eccles Theater. Develops and engages community partnerships, and works to optimize both community outreach and engagement, and revenue for the Eccles Theater.

Bachelor’s degree from an accredited college or university in Event Management, Business, Sociology, Public Planning and Policy, Broadcasting, Performing Arts, Technical Theater, Fine Arts (Acting, Musical Theater, Design & Production), Marketing, Hospitality Management, Public Relations, Communications, Psychology, or other closely related field, plus a minimum of three (3) years of directly related work experience in event planning and execution.; OR an equivalent combination of education and experience.

Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.

• Plans, organizes and coordinates details of events and activities at the Eccles Theater.
• Conducts facility tours and site inspections.
• Cultivates and maintains professional relationships with potential and existing clients, Regent Street Black Box Residents, artists, local presenting partners, and destination management organizations.
• Develops and implements tactics to engage with new arts organizations and traditional revenue-generating bookings and in-house events in partnership with local and regional arts organizations.
• Builds relationships and contracts that facilitate the development of specialized series offerings for key site spaces, targeting new patrons and previously underserved demographics within our community to bring relevant and supportive programming.
• Identifies and develops pipelines and relationships in the community, which will generate revenue through booking opportunities for mid-size meetings and events, conventions, conferences, filming, and live streaming.
• Responds to inquiries about scheduling rooms and event spaces.
• Meets with clients to discuss setup options, calculates cost estimates, and reviews checklists of requirements for the use of facilities and approved service providers.
• Negotiates and finalizes rental contracts, records tentative and contracted dates on the event calendar, and accepts deposits and fee payments.
• Acts as primary point of contact with clients, including private and non-profit organizations, custodians, and temporary staff, to coordinate all details of scheduled events. This includes working with ticketing staff, patron services, food and beverage, and technical directors.
• Partners with Arts & Culture marketing teams to promote and publicize Eccles events.
• Arranges for last-minute adjustments in events or equipment setup at the request of the client and resolves problems and concerns as they arise during scheduled events.
• Monitors events throughout the scheduled time period to ensure compliance with the client’s contractual agreement and security/safety requirements.
• Maintains database of events, community/media contacts, and list of authorized caterers, as established by County contracts.
• Prepares financial, statistical, or other reports and provides general administrative support.

• Methods used to plan and coordinate various events
• Problems and issues associated with organized community events
• Contract negotiation and facility rental practices

• Work with computer software related to job-specific duties
• Use social media for promotional purposes
• Interpret and communicate rules, regulations, policies, and procedures
• Communicate clearly and effectively, both orally and in writing
• Perform accurate mathematical functions
• Exercise initiative and independent judgment
• Establish and maintain effective working relationships with coworkers, supervisors, the public, and community organizations and groups
• Multi‑task, organize and prioritize work tasks
• Independently handle difficult situations tactfully and professionally
• Relate to individuals of diverse backgrounds

Work is performed in both indoor and outdoor environments; the work environment may be noisy.

May be required to work more than 40 hours per week.

Requires the ability to sit, stand, walk, kneel, crouch, stoop, squat, and lift up to 30 pounds. May require standing for long periods.

The work schedule will vary to accommodate attendance at scheduled events and will include weekends, holidays, and evenings. Some travel may be required to attend meetings or training.