Event Coordinator - Midwest Region

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. Learn more at Our Commitment to Safety - Varsity.com.

WORK TYPE:  Full time, Exempt

LOCATION DETAILS: 3865 Produce Rd, Suites 208-209; Louisville, KY 40218

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 a predetermined number of competitions, completing all required planning checklist tasks.
• Partner with cross-functional teams to ensure alignment and adherence to established best practices.
• Coordinate with venues to develop event diagrams and manage event logistics, including production support, staging, seating, utilities, and related needs.
• Collaborate to assess and determine overall event staffing requirements, as applicable.
• Oversee and/or manage the securing of event contract labor, including security, EMTs, stagehands, riggers, and other required support.
• Coordinate with third-party equipment and service providers, including staging, sound, lighting, video, staffing, and security.
• Collaborate with internal partners such as retail, sponsorship, streaming video, and other key stakeholders.
• Ensure Certificates of Insurance (COIs) are secured and in place for each event.
• Create and/or oversee the development of general schedules, performance orders, and confirmation packets.
• Submit, or direct office staff to submit, packing lists to logistics teams for event gear, supplies, and awards.
• Submit venue checklists, safety documentation, and health and safety procedures/policies as required.
• Communicate and collaborate with other event coordinators to share best practices and operational learnings.
• Work closely with the Customer Experience Team to support a cohesive and positive attendee experience.
• Execute event closeout responsibilities, including final financials, closeout reports, final inventory counts, and escalation of outstanding issues to appropriate parties.
• Conduct post-event reviews and provide recommendations to leadership for improved future event operations.
• Collect, compile, and provide data as needed for internal research, analysis, and reporting.
• Collaborate with internal partners to assess and determine overall event safety needs, including required equipment and personnel.
• Provide financial and/or event-related data upon request to regional and national leadership.

Event Responsibilities

• Serve as the onsite Event Director for assigned events, acting as the highest-ranking event staff member on site.
• Oversee 20–40 event staff per event and manage any staffing issues that fall under the responsibility of the Event Director.
• Coordinate with venue leadership, including the venue coordinator, concessionaire/catering manager, security lead, and other on-site vendors.
• As the senior Varsity representative onsite, exercise sound judgment and discretion to make adjustments to event details as needed, including event layout and flow.
• Proactively plan for and mitigate scenarios that may impact the integrity, safety, or execution of the event.
• Coordinate and/or oversee logistics and production teams in partnership with shipping and trucking providers.
• Meet with venue contacts in advance and onsite to plan and confirm details for each event day.
• Communicate with coaches regarding event details and conduct and/or participate in coaches’ meetings.
• Use appropriate authority to make real-time financial decisions that directly impact safety while maintaining fiscal responsibility.
• Oversee the setup, execution, and troubleshooting of all event-related systems and operational processes.

Additional Job Functions:

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

QUALIFICATIONS 

Knowledge/Skills/Abilities 

• Working knowledge of Salesforce, UKG, and Workday, including the ability to input data and pull reports.

• Knowledge of Social Tables (event diagramming software).
• Strong proficiency in Microsoft Excel, along with other Microsoft Office applications.
• Proven leadership skills, including the ability to lead teams, set direction, and drive results.
• Strong organizational skills with a high level of attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently while also collaborating effectively as part of a team.
• Ability to multitask and work efficiently in a fast-paced environment.
• Strong time management skills with close attention to deadlines and 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.

#LI-SD1 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.

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. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• Access to Financial Coaching and member-owned Credit Union
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.