Event Services Specialist

Starting Date: Immediately

POSITION SUMMARY:

The Event Services Specialist serves as the primary operational liaison for assigned clients following event booking. The position coordinates event planning, client requirements, internal services, and event-day activities to support successful event execution at The Arena at Southlake.
This position reports to the Executive Director of The Arena at Southlake.

• Coordinate client planning meetings and prepare event timelines, plans, and operating documents.
• Coordinate seating and room configurations, staffing, security, guest services, housekeeping, technical services, parking, food and beverage, and ticketing requirements.
• Communicate client, promoter, and production requirements to appropriate Arena departments and vendors.
• Conduct pre-event meetings, facility walkthroughs, and operational briefings.
• Serve as an on-site contact for assigned events and help resolve client and operational concerns.
• Coordinate event load-in, execution, and load-out with Operations and Technical Services.
• Track event changes, billable services, labor, equipment, and client requests.
• Assist with event settlements, final billing documentation, and post-event reporting.
• Conduct post-event evaluations and document opportunities for improvement.
• Maintain professional relationships with clients, promoters, tenants, contractors, and service partners.
• Supports safe and effective event operations for students, employees, families, guests, and community members by communicating event requirements, identifying operational concerns, and coordinating with appropriate District and Arena personnel responsible for security, guest services, and facility operations.
• All other duties, as assigned and required, in order to perform the above services.

• An Associate’s degree in hospitality, event management, business, sports management, or a related field is required.
• Minimum of three (3) years of event planning, venue operations, hospitality, or related experience is required.
• Five (5) years preferred.
• Experience coordinating multiple departments, vendors, and client requirements preferred.
• Work directly affects event execution, client satisfaction, operational coordination, and the overall guest experience.
• Errors or delays may affect event schedules, service delivery, billing, or client relationships.
• Exercises judgment in coordinating event requirements, responding to changing event conditions, prioritizing operational needs, and resolving routine client or event-related concerns.
• Works closely with Arena leadership, District departments, Operations, Technical Services, Marketing and Sales, Box Office, Finance, security, guest services, and other appropriate personnel to coordinate event requirements.
• Maintains professional communication with clients, event promoters, production teams, vendors, contractors, school representatives, community organizations, and service partners regarding event planning and execution.
• Requires strong coordination, organization, time management, problem-solving, and leadership skills when working across multiple departments and service partners.
• Requires basic proficiency with computers and the ability to use or learn event-related software, scheduling systems, email, spreadsheets, and other job-related applications.
• Responsibility for the Welfare of Others:
  Constant (Daily) - to exercise the duty of care and protection of the health, safety, security, welfare, well-being, and best interests of the District’s various stakeholders.
• Normal office setting.
• Work is performed in both office and live-event environments.
• The position requires frequent interaction with clients, vendors, staff, and event personnel and may…