Event Coordinator

Core Responsibilities ● Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion ● Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly ● Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff ● Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences ● Bridge communication between the events, marketing, F&B, and operations teams ● Uphold company policies and ensure consistency and safety across all event operations Event Planning & Execution ● Vetting & regulating the Dreamland Events email for both artist & private party inquiries ● Build and manage private and community event timelines, run-of-show documents, and production schedules ● Coordinate with vendors and service providers ● Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences ● Coordinate with the marketing team to align event menus, signage, and all other customization needs ● Oversee day-of load-in, setup, load-out, and breakdown logistics ● Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise (e.g., vendor delays, guest disputes, parking or logistics issues) ● Escalate significant on-site issues (safety, security, legal) to the Director of Events & Live Experiences ● Support post-event reporting, including recaps, budget reconciliation, and feedback gathering Client Relations Support ● Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists for all private and community events in coordination with the Directors ● Serve as a point of contact for clients and vendors ● Maintain accurate records of artist, vendor, and client information and communications ● Support the Directors in maintaining relationships with clients, sponsors, and the local community Skills & Qualifications ● 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role ● Highly organized with strong attention to detail and the ability to manage multiple events and timelines at once ● Strong vendor management, problem-solving, and decision-making skills under pressure ● Confident leading and directing event-day staff and vendors ● Strong written and verbal communication and follow-through skills ● Proficient in Google Sheets, Docs, Slides, and Gmail ● Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred ● Availability to work nights, weekends, and holidays based on the events calendar Physical Requirements & Working Conditions The physical demands described here are representative of those that must be met by an employee to…