Event Coordinator

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE AND BAND

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team and performing arts. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000 employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, and competitions, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com.

Summary/Objective

The Event Coordinator is an important member of our Varsity All Star Regional Operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

This position will sit out of our Regional Office in Elkridge, MD.

Essential Job Functions:

Office Responsibilities

• Collaborate with the Logistic Coordinator and Production Coordinator to ensure best practices are being followed.
• Works closely with Customer Experience Manager
• Coordinates with venue to create event diagram & organize event details including production support, staging, seating, utilities, etc.
• Assists in Securing or Confirming all event personnel – event staff, security, EMTs, stagehands, riggers
• Oversees event staff travel coordination and communication
• Coordinates with venue coordinator, concessionaire/catering manager, security, onsite vendors, 3rd party equipment and service providers
• Works with company sponsors, VarsityTV, First Aid Staff
  
  

Manage Cost of Sales (COS) for corresponding events

• Establish the budget per event based on divisional and historical event margins during the off season; work within said budget throughout season. Reforecasting will be required throughout the season.
• Actively collect and negotiate pricing with vendors that will become actuals against said budget.
• Decide and direct other departmental spending that contributes to the event budget to ensure within range. Creating reliable forecasts and partner with Finance Manager to establish accurate financial reports
• Ensure event invoices are submitted timely to remain under budget
  
  

Onsite Event Responsibilities

• Discretion to make changes to event; Goes on sight to begin management of event
• Managing events and proactively address problems that may arise
• Proactively planning for scenarios that could impact the integrity of the event
• Coordinates with shipping and trucking suppliers onsite
• Ensures Certificate of Insurance (COI) is in place for each event
• Discretion to make decisions on sight at an event. Responsible for ensuring margin expectations are met for each event managed.
• Post hoc assessments, recommendations for improvements, supporting in setting budget.
• Event Director for their corresponding events. Advance and coordinate 10-12 events. As Event Director at the event they are the highest ranking person on sight. Oversee 20-40 event staff per event. Any event issues roll up to Event Director on sight.
• Senior representative for Varsity at the event as Event Director. Meet with venue contact to plan out details of the entire event day, contact and coordination.
• Creates and/or Oversees general schedules, performance orders, confirmation packets
• Communicates with coaches regarding event details; conducts/participates in pre event and onsite coaches meetings
• Submits or works with Event Planner to submit packing lists to logistics staff, including event gear, supplies and awards
• Submits venue checklist/safety and health procedures/policies forms
• Close out of event: admissions reporting, payroll/contract labor, event summary, staff survey reminder
• Reviewing invoices by event to ensure proper coding
• Communicate frequently with other Regional Varsity All Star Event Coordinators
• Post event review - make recommendations to DOE for improved processes and efficiencies
• Authority to make financial decisions that have a direct impact on safety while continuing to be fiscally responsible.
  
  

Additional Job Functions:

• Serves in a high-level management and/or support role at events
• Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)
  
  

Knowledge, Skills, Abilities

Knowledge of SalesForce including how to pull reports and input data Strong fluency in Microsoft Excel along with other Microsoft Office programs. Excellent verbal and written communication skills. Ability to work independently. Ability to multi-task. Strong organizational skills and attention to detail.

Supervisory Responsibility

No direct supervisory responsibility in office. Oversees event staff at events where in an Event Director capacity.

Physical Demands and/or Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required.

During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

Travel

Event travel and attendance at staff meetings & trainings is required. Event travel will include overnight stays for events. Anticipate being available 2-3 weekend per month during event season should coverage be required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

JOIN THE BEST TEAM IN SPORT & SPIRIT

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions – BSN SPORTS and Varsity Spirit – and our network of 6,000 employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

OUR VALUES

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

Our Benefits

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Employee Resource Groups
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!
  
  

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.