Events Specialist - Event Production

The Expo Coordinator will work closely with the Expo Manager on the planning and execution of all elements pertinent to a successful expo or pre-race event across many brand portfolios. Competitive applicants will have experience working at live events in a participant-facing role. Travel will be required, and preference is given to those who can adapt and work well with others in a fast-paced environment. This is a hybrid role, and the Expo Coordinator will be integral in supporting minimum of 20 events within the endurance space with a focus on the Hot Chocolate Run brand and traditional road-races as well as provide support, as needed, to other intercompany events.

Responsibilities may include, but are not limited to:

• Maintain, and assist in the development of, the vision and goals for event expos

• Understand the inner workings of venue and contractor outreach, quote analysis and negotiation as it relates to expo, ensuring timely and accurate payment/tracking

• Create and maintain through collaboration documents for submission that are relevant to each expo market relating to expo procedures, permits, floorplans, and schedules

• Review and submit expo production needs either through third-parties or set venues, including audio/visual, security, heavy equipment, union labor, catering and buyouts, and more

• Collaborate with Expo Manager to maintain accurate supply inventory for each expo, including overall expo equipment and participant giveaways

• Oversee expo unload/buildout and breakdown/post-event trailer packing, in addition to managing the expo during public hours

• Understand the needs of sponsors and vendors for each expo marketing, including pre-event communication and on-site management of all booth sales; the Expo Coordinator will work in tandem with the Sponsorship Account Manager

• Establish and maintain effective working relationships with third parties, venue managers and other vendors to coordinate the production of event expos

• Communicate confidently with contracted staff on the execution of expo related elements and interaction with participants, in addition lead interdepartmental representatives during expo hours

• Identify and communicate needs across departments, such as Marketing, Customer Service, Volunteers and Warehouse to problem solve, improve operational efficiencies and forge interdepartmental relationships

• Collaborate on and communicate event changes to all appropriate external and internal parties to ensure accurate information regarding expo and participant experience

• Travel: 60% throughout the year

Required Skills and Qualifications:

• Bachelor's Degree and/or experience in the special events industry

• Proven attention to detail with ability to multitask and meet deadlines

• Ability to hold oneself accountable and an aptitude for prioritizing multiple projects at once

• Proven leadership and management abilities

• Exceptional verbal and written communication skills

• Ability to troubleshoot and find alternative solutions under pressure

• Proficient in Excel and Word, experience with Event Hub, Social Tables, Smart Sheets and registration platforms preferred

• Willing to work long event hours

• Ability to lift/carry up to 50 lbs.

• Experience in client/vendor relations preferred, but not required

• Experience in contract negotiations preferred, but not required

Qualities required of all Ventures Endurance team members:

Ventures Endurance is a growth-oriented organization with successful team members possessing a strong work ethic and the ability to work individually and as a team. Solutions-oriented individuals with a hands-on approach to identifying inefficiencies and cost-saving opportunities, while maintaining a quality workplace environment and product. The flexible and cooperative environment lends itself to a tight-knit community of employees working together to achieve success.

#LI-REMOTE

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The annualized base salary for this role will range between $43,000and $53,000. Variable compensation is not reflected in these figures and based on the role, may be applicable. Exact compensation may vary based on skills, experience, location, and union representation, if applicable.

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