Events & Operations Manager - HCCA

About our opportunity

The City of Asheville is seeking qualified applicants for the position of Events & Operations Manager at the Harrah’s Cherokee Center Asheville within the Community and Regional Entertainment Facilities department. Harrah’s Cherokee Center Asheville hosts conventions, concerts, sporting events, and community gatherings in multiple venues, including the  Arena and Thomas Wolfe Auditorium. This position plays a key role in planning for and managing venue operations, conversions, event advancing, and execution of events at the facility.

The purpose of this classification is to plan (advance) and execute events at Harrah’s Cherokee Center, including the Exhibit Hall, banquet hall, Thomas Wolfe Auditorium and  Arena.

This is a single level classification.

Schedule will vary based on events. A standard non-event day is 8:00 am‑4:30 pm. Event dates may require longer shifts and will occur on evenings, weekends and some holidays. Occasional overnight work will be required.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Ensure that the event staff, guests, contractors have the information needed to safely navigate the building during an event.
• Communicate the expectation of the venue to the client, and the needs and expectations of the client to the venue staff and managers.
• Anticipate and work to resolve issues that may impact the successful delivery of the event, including budgetary or timeline, safety/risk, and potential damages to people or property.
• Supervise the Facility Operations Team consisting of Labor Crew Leaders, Laborers and Temporary/Seasonal Laborers.
• Assist with the design, updates and implementation of all safety plans; evacuation, fire, shelter in place, weather and active shooter and train all staff on protocol.
• Advance Events held in the Thomas Wolfe Auditorium and Explore Asheville Arena; plan and prepare for all related logistical aspects of events including itinerary, staffing needs, coordinating with food & beverage, parking services, security (contractors and Asheville Police Department), medical staff, scaling, set up, take down, clean up, VIP, hospitality, catering, production assistance & merchandise.
• Manage event dates in Thomas Wolfe Auditorium and Explore Asheville Arena, act as manager on duty supervising all working staff related to the event. Events vary in size from approximately 30 (luncheon rental) to 7,200 (basketball, Concerts, etc) guests.
• Manage event operational budgets based on contract/offer/estimate provided to the client at the time of booking. Event budgets vary from $500 (small luncheon rental) to $200,000 (concerts/basketball).
• Communicate with the clients via email, call, text to coordinate details regarding all venue setup details.
• Monitor details of the budget related to the event.
• Create and revise as needed: diagrams, estimates, timing sheets, stage plots & internal event memos.
• Provide ongoing, detailed communication with staff and internal colleagues in impacted departments, as well as coordination of services and details with external agencies (Contracted security, APD, AFD, medics) to ensure day of event details are correct for show set up & execution, and all necessary staffing creates safe environment for guests and staff.
• Manage day of show logistics for exhibit hall & arena events.
• Supervise all staff, act as manager on duty related to the event which includes resolving issues related to the event setup as well as on site emergencies.
• Monitor venue to ensure the space has been set-up correctly, have any fire hazards or risks been created in the environment, and have client needs have been met, etc.
• Respond to the needs of artists, promoters, management, contractors and venue staff. Coordinate all show related logistics. Communicate effectively throughout the event via radio, voice and text.
• Update, manage and train staff…