Event Services Coordinator

The Florida State Fair Authority is looking for an Event Services Coordinator who enjoys working with people, solving problems, and turning event ideas into successful experiences. This is a hands-on opportunity to be involved in the full event lifecycle—from the first client inquiry and venue tour to planning, coordination, event-day execution, and post-event follow-up.

As part of our Event Services & Sales team, you’ll work directly with clients, promoters, vendors, and internal departments to coordinate the details that make an event run smoothly. You’ll take the lead on smaller events while gaining valuable experience supporting larger and more complex events. No two events are exactly alike, so this role is ideal for someone who is organized, responsive, comfortable juggling multiple priorities, and energized by a fast-paced environment.

If you’re looking for a role where you can build relationships, solve challenges, see your work come to life, and play a key part in creating memorable events, we’d love to hear from you.

The Event Services Coordinator supports the Event Services & Sales Department throughout the event lifecycle, from initial client inquiry through successful event completion. This position assists with event sales, client communications, planning, contract preparation, site visits, event documentation, and event execution.

The Coordinator serves as the primary Event Manager for assigned small-scale, one-time, and lower-complexity events while providing planning, coordination, and administrative support for larger and recurring events managed by the Event Services Manager. The position works closely with clients, promoters, vendors, and internal departments to ensure exceptional customer service, effective communication, and seamless event execution.

• Support the Event Services & Sales Department throughout the event lifecycle, from initial client inquiry through event completion and settlement.
• Serve as the primary Event Manager for assigned small-scale, one-time, and lower-complexity events, managing all planning, coordination, and execution activities.
• Assist with client inquiries, lead follow-up, event research, venue tours, site visits, and information gathering to support event development and booking efforts.
• Prepare contracts, license agreements, event estimates, proposals, and supporting documentation for review and approval.
• Participate in and conduct venue tours and site visits with prospective and existing clients to evaluate event needs and communicate facility capabilities.
• Serve as the primary point of contact for assigned clients after contract execution, ensuring timely communication and exceptional customer service throughout the planning process.
• Develop and maintain event resumes, timelines, floor plans, logistics plans, diagrams, and operational documentation for assigned events.
• Coordinate event requirements with Security, Parking, Facilities, Electrical, IT, Grounds, Box Office, Food & Beverage providers, and other internal departments to ensure event readiness.
• Lead event planning meetings, advance calls, operational walkthroughs, and post-event debriefings for assigned events.
• Monitor assigned events on-site and serve as the primary liaison between clients, promoters, exhibitors, vendors, and operational staff during event execution.
• Support the Event Services Manager with planning, logistics, documentation, and coordination for large-scale, recurring, and complex events.
• Maintain accurate event records, client information, contracts, event notes, and planning documents within Momentus and other event management systems.
• Assist with event settlements,…