GSMR Special Events Coordinator

Location: Bryson City

Division/Department:
Special Events

Job Title:

Special Events Coordinator

Reports To:

Business Manager / Marketing Manager Type of Position:
Non-Exempt / Hourly Employee Classification:
Full-Time

Location:

Bryson City, NC Compensation: $17-24 per hour

Job Summary:

The Special Events Coordinator is responsible for the planning, preparation, coordination, execution, and continued improvement of GSMR’s licensed, branded, holiday, seasonal, and novelty train excursions, private charters, specialty experiences, weddings, and other special events. Working as one of two equally responsible Special Events Coordinators, this position provides direct day-to-day leadership of Special Events staff, associates, actors, performers, chefs, Santas, contractors, and other assigned event personnel.

The Special Events Coordinator will oversee assigned event operations, employee scheduling, timekeeping and payroll-related tasks, inventory, purchasing research, vendor coordination, charter administration, event documentation, and interdepartmental communication. Coordinators are expected to make timely operational decisions during active events when necessary to protect safety, guest experience, event quality, and continuity of operations. Final approvals outside of active event operations, including contracts, budgets, pricing, purchases, and disciplinary actions, remain with the Business Manager and/or Marketing Manager.

Essential Duties and Responsibilities:

EVENTS Plan, coordinate, Lead GSMR licensed events, branded experiences, holiday excursions, novelty train rides, entertainment programs, and other assigned special events.

Make reasonable in-event operational decisions necessary to correct issues, maintain event continuity, address staffing needs, protect the guest experience, respond to changing conditions, and support safe event operations.

Coordinate daily event setup, opening procedures, live operations, closing procedures, breakdown, and post-event cleanup.

Develop and maintain event timelines, run-of-show documents, staffing plans, setup plans, checklists, operating procedures, supply lists, and other event-specific documentation.

Work across GSMR departments to ensure events meet company goals, operational requirements, brand standards, safety expectations, and guest-service standards.

Provide hands-on assistance and guidance to employees, colleagues, performers, vendors, passengers, and members of the public as required.

Assist with recruiting, interviewing, onboarding, training, and development of Special Events employees and seasonal event personnel.

Provide direct employee coaching, task delegation, performance feedback, and day-to-day accountability during event operations.

Act as a department representative for applicable safety meetings and work with the Safety Department to ensure company policies, procedures, and safety requirements are followed.

Identify and report safety concerns, operational hazards, equipment concerns, and unsafe practices and assist with implementing corrective measures.

Maintain knowledge of emergency procedures, event-specific safety plans, evacuation procedures, and applicable operating protocols.

Assist with post-event evaluations and document operational concerns, successes, guest feedback, lessons learned, and recommended improvements.

Continuously identify opportunities to improve event operations, staffing efficiency, entertainment quality, guest experience, revenue opportunities, and overall event execution.

Operate within established authority levels. Final approval of contracts, budgets, pricing, purchasing commitments, disciplinary actions, and other management-level decisions outside of active event operations remains with the Business Manager and/or Marketing Manager unless otherwise delegated.

CHARTERS Coordinate private train charters, specialty train experiences, weddings, corporate events, group events, and other customized experiences from initial inquiry through completion.

Communicate directly with charter clients to identify passenger counts, schedules, food and beverage requirements, entertainment needs, equipment requirements, special requests, and other event details.

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