Event Coordinator - Southwest Region

Event Coordinator

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-May).

HOW YOU WILL MAKE AN IMPACT

The Event Coordinator reports to the Operational Excellence Supervisor, Events Ops. Event travel and attendance at staff meetings & trainings is required.

The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

An Event Coordinator 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

Manage Cost of Sales (COS) for corresponding events

• Establish the budget per event based on divisional and historical event margins during the planning season; work within said budget, re-forecasting as appropriate throughout the season.
• Actively study and negotiate pricing with vendors that will become actuals against budget.
• Determine and direct departmental spending that impacts event budgets.
• Create reliable forecasts and collaborate with the Finance Manager to produce accurate financial reports.
• Ensure purchase orders are created/event invoices are submitted promptly with proper coding and remain within budget.
• Responsible for ensuring margin expectations are met for each event managed.
• Post hoc assessments, recommendations for improvements.

Office Responsibilities

• Advance and coordinate 10-12 competitions including all planning checklist tasks
• Collaborate with the logistics coordinator and Production Coordinator to ensure best practices are followed.
• Coordinate with venues to create event diagrams & organize event details including production support, staging, seating, utilities, etc.
• Assists in securing or confirming event personnel staff, security, first aid, EMTs, stagehands, riggers, etc.
• Coordinate with 3rd party equipment and service providers including staging, sound, lighting, video, staffing, and security.
• Coordinate with company retail, sponsorship, streaming video, and other partners
• Ensure a Certificate of Insurance (COI) is in place for each event.
• Create and/or oversee general schedules, performance orders, and confirmation packets.
• Submit or direct office staff to submit packing lists to logistics staff, including event gear, supplies, and awards.
• Submit venue checklist/safety and health procedures/policies forms.
• Communicate with other event coordinators to share best practices.
• Work closely with the Customer Experience Team
• Close out of the event: admissions reporting, payroll/contract labor, event summary, staff survey reminder
• Post-event review - make recommendations to supervisors for improved future event operations.
• Collect, assemble, and provide data as needed for internal research and reports.

Event Responsibilities

• Serve as onsite Event Director for their corresponding events. As Event Director, serve as the highest ranking event staff on site.
• Oversee 20-40 event staff per event. Manage any event staffing issues as they become the responsibility of the Event Director to resolve.
• Coordinates with venue coordinator, concessionaire/catering manager, security lead, and other venue vendors
• As the senior Varsity representative, use discretion to make changes to event details as needed including event layout and flow.
• Proactively plan for scenarios that could impact the integrity of the event.
• Coordinate and/or oversee the logistics and production staff in working with shipping and trucking providers.
• Meet with venue contact to plan out details of each event day.
• Communicate with coaches regarding event details; conduct/participate in coaches' meetings.
• Use authority to make financial decisions that have a direct impact on safety while continuing to be fiscally responsible.
• Oversee the setup and troubleshooting of all event-related systems and processes.

Additional Job Functions:

• Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)

QUALIFICATIONS

Knowledge/Skills/Abilities

• Knowledge of SalesForce, UKG, and Workday including how to pull reports and input data.
• Strong fluency in Microsoft Excel along with other Microsoft Office programs.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently and as a team.
• Ability to multi-task and work efficiently.
• Strong time management and attention to timelines.

Education/Experience

• Bachelor's degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary. The ability to sit or stand for long periods through meetings and while operating office equipment, PCs, laptops, and telephones will be required.

During events, the ability to stand and walk for long periods (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie-talkie, text message, and email is required. The ability to lift, bend, push, pull, and manipulate equipment that is a minimum of 30 lbs. is required.

JOIN THE BEST TEAM IN SPORT & SPIRIT

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions BSN SPORTS and Varsity Spirit and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

OUR VALUES

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

OUR BENEFITS

We are committed to putting you and your families first