Event Planner - Southwest Region

Event Planner

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit's 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants' physical, emotional, and social development, and promoting an environment free from abuse and misconduct.

Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements.

WORK TYPE:
Full time, Exempt

LOCATION DETAILS:
Dickinson, TX or Farmers Branch, TX.

WORK HOURS:

Hybrid Work Schedule (Monday-Thursday 8-5 In Office. Friday 8-5 Work from Home + travel ). Remote work arrangements may be considered based on business needs and candidate qualifications.

TRAVEL REQUIREMENT:
Event travel and attendance at staff meetings & training is required . Event travel will include overnight stays for events. Anticipate being available 2-3 weekends per month during event season (October-June).

HOW YOU WILL MAKE AN IMPACT :

The Event Planner is an important member of our Varsity All Star Regional Operations team, ultimately responsible for ensuring that their region achieves goals in various areas of operational efficiencies. This person should be analytical, organized, and process-driven .

The Event Planner will represent Varsity Brands by demonstration of company core values in driving the highest ethical standards of conduct in all business activities.

WHAT YOU WILL DO

• Coordinate all travel and lodging arrangements for event personnel, including staff, judges, and other event support roles, for camps, competitions, and related events.
• Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
• Serve as the primary point of contact for event timekeeping and payroll administration, ensuring accurate, compliant, and timely processing of employee compensation.
• Monitor staffing hours, schedules, overtime, and meal/rest break compliance, proactively identifying and addressing potential labor and wage-and-hour risks.
• Audit timecards and payroll records, investigate discrepancies, resolve missed punches and payroll exceptions, and ensure all corrections are completed prior to payroll deadlines.
• Partner with event leadership and managers to support timecard approvals, documentation, labor budget adherence, and compliance with company timekeeping policies and procedures.
• Partner with Staffing Directors to confirm staff for competitions and communicate closely with event personnel prior to planning staff assignments, housing, and travel.
• Communicate travel and all necessary event information to staff and judges prior to the event .
• Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
• Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
• Responsible with preparing pertinent post event details and financial information with Event Coordinator and/or Finance Manager
• Assist with budgeting and forecasting pre-event financials with Event Coordinator
• Drive achievement of travel targets by proactively adjusting schedules and logistics to maintain alignment with operational goals.
• Maintain relationships with groups and staff from events to increase retention
• Organize ground transportation for event personnel by coordinating travel manifest based on arrivals and…