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Concert and Special Events Coordinator
Category: Visitor Services


Hudson Gardens
Littleton, CO

Posted: Thursday, February 27, 2014

Position Title: Concert and Special Events Coordinator
Reports to: Concert and Special Events Manager
Department: Concert and Special Events
Status: Full-time, Non-exempt

Position Purpose
Provide general support, pre-event, day-of, and post-event assistance in the administration and delivery of concerts and special events produced by The Hudson Gardens.

Essential Duties and Responsibilities

  • Assist in the development of department goals, objectives and systems;
  • Assist with tasks relating to the Concert and Special Events Department, including:
  • Assist manager and support operations by planning, organizing and implementing systems;
  • Fulfillment of performance contractual rider requirements during concert season;
  • Create calendars based on contractual agreements;
  • Create checklists and timelines for individual events to ensure smooth and efficient operations;
  • Assist with the design and development of program-related manuals and procedural documents;
  • Maintain accurate records, financial reports and other documentation as required for each event;
  • Assist with research and preparation of proposals to management;
  • Serve as liaison with ticketing agency for ticketed events;
  • Order, maintain and replenish supplies;
  • Manage and maintain inventory;
  • Oversee delivery and maintenance of rental equipment;
  • Prepare and file purchase orders;
  • Perform off-site errands.
  • Assist with event logistics, including:
    • Pre-event duties
      • Assist with coordination of hotel reservations, transportation and food service arrangements;
      • Assist with the scheduling of event staff, including vendors, contract staff, interns and volunteers;
      • Contact event staff and vendors regarding specific staffing duties and report times;
      • Prepare event forms;
      • Prepare name badges and sign-in lists for event staff and vendors;
      • Purchase and prepare hospitality items;
      • Perform routine banking in preparation for event day;
    • “Day-of” event duties
      • Set up appropriate supplies, checklists and sign-in lists;
      • Perform physical set-up;
      • Prepare hospitality room for performers;
      • Serve as hospitality liaison;
      • Supervise event check-in for event staff and vendors;
      • Serve as event staff;
      • Cash handling;
      • Secure and move items following event;
    • Post-event duties
      • Return items to appropriate staging areas;
      • Organize, inventory, replenish and restock supplies;
      • Maintain inventory logs;
      • Ensure return and proper maintenance of contracted rental equipment, such as two-way radio system and
      • components;
      • Launder and maintain linen inventory;
      • Create post-event reports.
  • Prioritize workload and shift attention among changing tasks and priorities.

A flexible work schedule is required, including the availability to work evenings and weekends and holidays, which may include Mother’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve and/or New Year’s Day (among others)

Other Duties and Responsibilities

  • Assist with the execution of events;
  • Work independently and as part of a team;
  • Perform other duties and responsibilities as assigned.

Supervisory Duties

  • Assist with assigning, scheduling and training of contract personnel.

Job Qualifications

  • Knowledge, Skills and Abilities
  • Knowledge of office procedures and methods;
  • Skill with Microsoft Office products including Word, Excel, Publisher, Outlook, PowerPoint and Access;
  • Skill with organization and time-management;
  • Skill with using the internet for business purposes;
  • Ability to read and interpret documents;
  • Ability to write routine reports and correspondence;
  • Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees;
  • Ability to solve practical problems with a variety of concrete variables in situations where only limited standardization exists;
  • Ability to interpret and execute instructions furnished in written, oral, graphic or schedule form.

Education and Experience

  • Knowledge or experience in event production
  • Bachelor’s degree from a four-year college or university

Certificates, Licenses and Registrations

  • Valid Colorado driver’s license
  • Personal motor vehicle insurance
  • Clean background check and driving record

Physical Activities and Demands

  • Sit, stand and walk for extended periods
  • Use hands to finger, handle or feel
  • Reach with hands and arms
  • Lift and/or move up to 50 pounds
  • Speak and hear
  • See using close, distance and peripheral vision

Work Environment

  • Typical office setting (75%), with concerts/programs occurring outdoors in hot, cold, wet and/or dry and arid conditions (25%)
  • Moderate to loud noise levels
  • Overtime may be required

To apply, please submit a cover letter, resume, and contact information for three references to events@hudsongardens.org.

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