Event Specialist

• Consults with meeting planners and clients and provides information regarding facility capabilities, fees, restrictions, and applicable policies and procedures.
• Conducts pre-event meetings with clients and internal staff to confirm coordination.
• Plans and manages logistics for large-scale events.
• Assists with purchasing tasks, invoice collection, and transaction requests for the Finance department.
• Oversees the organization and coordination of contracts, events, billing, and client liaison, including negotiating contracts and scheduling events.
• Creates and distributes event information sheets to ensure effective communication to appropriate departments.
• Reviews and verifies payroll and job allocation summaries for accuracy. 
• Uses event management software (e.g., USI), including diagramming and planning tools.
• Monitors event-related tasks to ensure client expectations and standards are met. 
• Manages event-specific budgets related to staffing and planning.
• Ensures facility use contracts, deposits, funds due, insurance certificates, and related event documents are completed and received in accordance with departmental policies and procedures.  
• Issues set-up and service requests and schedules for specified events to all affected departments of the RP Funding Center.  
• Oversees and coordinates specific site tours of the facility with current clients, including responding to written and telephone requests for booking availability and room rates from clients.
• Conducts presentations, distributes marketing packages, and monitors event-related planning activities.
• Handles customer service complaints and issues from clients and patrons.
• Works irregular, flexible hours, including nights, weekends, and holidays, and acts as the event duty manager.
• Handles sensitive and confidential information and situations.
• Follows verbal and written instructions.
• Complies with building policies, dress codes, and professional behavior standards.
• Solicits new business, nurtures client relationships, negotiates event contracts, and prepares professional sales proposals.
• Advances, plans, and supervises all operational aspects of assigned events—from pre-planning and layout diagrams to move-in, day-of coordination, and move-out. 
• Manages event budgets, handles financial settlements and invoicing, and tracks revenue goals or sales reports. 
• Works closely with food and beverage, public safety, ticketing, and marketing teams to ensure seamless execution. 
• Recruits, trains, schedules, and supervises part-time and full-time event or box office personnel.
• Flexibility to work long hours, early mornings, nights, weekends, and holidays based on the venue's live event calendar.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements. 
• May be required to work alternate hours as necessary for the efficient operation of the department.  
• Position is designated as Mission Critical.

• Associate degree from an accredited two-year college in business administration, marketing, communications, or hospitality management or a related field.
• Two years of progressive experience working with clients in event management, venue operations, event coordination, or hospitality sales, with experience gained specifically within a stadium, arena, or convention center.

• Must possess and maintain a valid driver’s license.
• Must possess and maintain a valid telephone number.
• Certified Meeting Professional (CMP) or comparable certifications are preferred.

• Event scheduling, contract negotiation, scheduling event staffing, client requirements, set-up, tear-down, and move-out requirements.
• Convention sales, trade shows, sporting and entertainment events, public relations, coordinating principles and practices, and ability to perform these duties. 
• Philosophies, policies, and objectives in booking and hosting events.
• Personal computers, CAD Lite, and USI management systems.

• Sales prospecting, contract negotiation, customer service, budgeting, and written/oral communication. 

• Communicate effectively both orally and in writing.
• Maintain established working relationships with co-workers, supervisors, and clients.
• Plan, organize, schedule, coordinate, and supervise activities.
• Budget event specifics related to staffing and planning requirements.

• Sedentary work that involves walking or standing sometimes, exerting up to 10 pounds of force regularly, and routine keyboard operations.
• No significant environmental hazard except bright/dim light.
• Normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE