Utah Valley Convention Center
Event Management: Event Operations/Management
SUMMARY: Utilizing independent judgment, the Event Manager is responsible for the planning, organizing, and full execution of booked events at the Utah Valley Convention Center, as assigned by the Director of Events & Operations. This requires constant communication with clients to collect event specific data, recommending products and services, and assembling and distributing complete and accurate data for other departments. The Event Manager is also responsible for overseeing all on-site activities related to the setup and execution of events.
-Meet, confer, consult, and maintain continuous contact with potential and contracted clients.
-Create and distribute detailed event resumes and event space layout drawings to contracted clients and to other departments in a timely and accurate manner, including revisions to previously published documents.
-Recommend products and services to meet and exceed client needs and expectations, maximize the overall event experience, and maximize revenue.
-Coordination and supervision of all event details including: audio visual, food and beverage services, security, electrical, decorating, etc.
-Working knowledge of UVCC menu and understanding and supervision of event catering services. When necessary, work with Director of Food and Beverage and/or Executive Chef to provide clients with custom menu items.
-Communicate all regulatory restrictions and requirements to clients ensuring compliance prior to event.
-Ensure all required contracts and documents have been executed according to prescribed timelines including but not limited to: addendums to contracts, certificates of insurance, licenses, and permits.
-Ensure collection of all payables according to due dates.
-Collect, organize, and record event-specific and logistical data for booked events at Utah Valley Convention Center.
-Document all communications with clients via EBMS diary entries.
-Oversee the set-up of events ensuring all set-ups are completed accurately and on-time and inspect event space and surroundings during event for proper maintenance.
-Anticipate where possible and problem solve any event-related concerns to ensure client satisfaction.
-Regularly function as Manager on Duty to ensure client needs are met, events proceed as planned, and complaints are received and addressed appropriately in a timely, professional manner.
-Conduct and/or participate in post event meetings to analyze event outcomes and address issues or concerns.
-Prepare and approve final invoicing and event summary for assigned events in a timely manner.
-Maintain post event contact with client to ensure all questions and concerns are addressed.
-Perform other duties as required.
-Minimum of two (2) years’ experience in Event Coordination, Convention Services (preferably with a convention center, hotel, sports facility, performing arts facility or other multi-purpose public assembly facility) or Meeting Planning.
-Bachelor’s degree from an accredited college or university with major course work in facility management, hospitality management, marketing, public relations, business management, or other related field. Additional years of experience may be substituted for formal education.
Licenses or Certifications:
-Possession of, or ability to obtain a current CPR certificate.
-Possession of, or ability to obtain a Utah driver’s license.
-Operational characteristics of event management.
-Customer service practices.
-Crowd management and control techniques.
-Fire and public safety regulations.
-Basic understanding of food service practices.
-Basic understanding of A/V equipment and systems.
-Terminology used in entertainment and convention settings.
-Food, beverage, and hospitality practices.
-Relevant federal, state, and local regulations.
-Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). -Training on EBMS and AutoCAD will be provided.
-Plan, service, and supervise large events.
-Analyze challenges, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of organizational objectives.
-Communicate clearly and concisely in the English language, both orally and in writing.
-Establish and maintain effective working relationships with staff, contractors and facility users.
-Work a flexible schedule including early mornings, days, evenings, overnight, weekends, holidays, extended (long) work days and extended numbers of days.
SPECTRA IS AN EQUAL OPPORTUNITY EMPLOYMENT EMPLOYER
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