Nature of Work

This is professional work planning and managing a variety of special events, conventions, tradeshows, and activities. Activities associated with the job include assisting co-workers, other GCVB departments and volunteers with executing GCVB special events. This position also assists show organizers at the Gatlinburg Convention Center to successfully plan their event as related to the Gatlinburg Convention Center. The position reports to the Division Manager - Events.

Illustrative Examples of Work

• Serves as the primary contact and liaison with special event sponsors and participants and ensures compliance with event contracts. Assists with the coordination and preparation of materials and supplies for events.
• Serves as the primary contact and liaison with Convention Center clients.
• Prepares budgets for meetings & events, tracks and controls expenses and revenues and ensures effective cost controls are in place.
• Identifies talent and entertainment as needed for events and negotiates fees and contract riders.
• Assists with graphic design and promoting and publicizing meetings & events; distributes special event posters.
• Presents sponsorship proposals for events to sponsors, vendors, participants, etc.
• Works with Marketing Department to perform a variety of public relations activities related to meetings & events.
• Serves as a contact and liaison with city departments, outside agencies, sponsors, participants, visitors; and the public to ensure the effective coordination of meetings & events.
• Secures details pertaining to event set-ups and schedules and ensures that all arrangements meet the needs of clients.
• Coordinates services for decorating event sites, audiovisual equipment, security and food services.
• Prepares and maintains event files, records and related information.
• Supervises and directs the activities of event workers and volunteers
• Performs related duties as required.

Necessary Requirements of Work

College Degree required. Related work experience can be supplemented for degree (two years of qualified work experience equals one year of college). Additional training and experience in business administration or related field.

• Considerable knowledge of event related contracts and agreements.
• Strong Computer skills
• Strong organizational, interpersonal time management and decision-making skills
• Knowledge of event logistics including crowd flow, event lay-outs, electrical, lighting and sound system requirements, move-in and move-out of equipment, staging, etc.
• General knowledge of event marketing and sales techniques.
• Knowledge of public assembly ordinances and regulations.
• Business management and accounting practices and manpower scheduling.
• Knowledge of public health, safety and occupancy codes and ordinances pertaining to special events and activities.
• Considerable knowledge of current business and tourist trends, fads and fashions.
• Ability to effectively supervise and direct the activities of assigned personnel and volunteers.
• Ability to make effective presentations to business and civic groups, sponsors, vendors, entertainers, etc.
• Ability to establish and maintain effective working relationships with other city departments, associates, contractors, service providers, vendors and the public.
• Ability to prepare and maintain records, files and related documentation in an organized and accessible manner.
• Ability to prepare budgets, track and control expenses and revenues and enact effective cost control practices.
• Skill in coordinating and organizing a variety of events and activities and meet established contractual obligations.

Physical Requirements

This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires stooping, reaching, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is subject to inside and outside environmental conditions.

Necessary Special Requirements

Possession of a valid Tennessee Driver’s License and the ability to be insured at standard vehicle liability rates.