Private Events Coordinator

POSITION:
Private Events Coordinator
DEPARTMENT:
Event Services

REPORTS TO:

Senior Manager of Event Services
FLSA STATUS:
Salaried/Exempt

Summary Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Event Coordinator for Legends Global/Caesars Superdome | Smoothie King Center | Champions Square.

• Planning, organizing, and controlling events within the facilities as assigned
• Create, distribute, and update various working documents for all assigned events, including staffing, event work orders, cost estimates, event comparisons, information sheets, etc.
• Ensure efficient and effective communication regarding the delivery of services to clients
• Lead and coordinate pre-con meetings with clients as needed
• Participate in non-assigned major event meetings such as pre and post cons
• Provide turnkey special project research and fulfilment as assigned
• Actively participate in non-assigned major events as needed
• Supervise all staffing for assigned events
• Coordinate with the staffing department to ensure proper placement of necessary team members throughout the facility during events
• Coordinate outside service needs with food and beverage contractor, decorators, or other vendors
• Coordinate client and facility requirements via external messaging such as video boards, external audio, etc.
• Ensure all FF&E requirements are met for each assigned event (i.e., signage/equipment)
• Coordinate and participate in proper inspections of the facilities to ensure readiness and compliance with the requirements of the clients prior to hosting the event
• Deliver necessary information to event staff during briefing to ensure appropriate knowledge of concerns affecting the event
• Attend assigned events to be available to resolve any/all issues that may arise involving clients and patrons
• Make immediate decisions and communicate with all users of the facility in an emergency situation
• Coordinate with all necessary departments to ensure all areas are properly addressed prior to, and post-event
• Maintain the proper image and generate positive public relations with clients, patrons, and staff
• Maintain professional demeanour and attire at all times
• Provide comments/input to the department during post-event discussions regarding issues that arose during the event

• Assume ownership of all private events upon handoff from the Sales Manager and oversee the successful execution of all logistical aspects through event completion.
• Identify, source, package, present, and sell event enhancements and ancillary services to maximise event revenue.
• Prepare and process all purchase requests, vendor invoices, settlements, and billing documentation for venue-managed rentals.
• Maintain complete, accurate, and up-to-date event records within the CRM, ensuring all event details, communications, and financial information are properly documented.
• Develop and maintain premium event enhancement packages and décor offerings to increase client value and revenue opportunities.
• Manage assigned events from move-in through move-out, serving as the primary operational contact throughout execution.
• Coordinate and assist with event setup, décor installation, staging, and breakdown as needed.
• Organise and maintain the event décor inventory and storage areas.
• Coordinate vendor logistics, including scheduling, move-in, installation, event operations, and move-out, ensuring compliance with venue policies.
• Collaborate with the Sales team to develop timely and accurate event cost estimates for proposals and client presentations.
• Generate, maintain, and analyse CRM reports to support sales forecasting, operational planning, and event management.
• All…