Onsite Events Coordinator

Position Duties and Responsibilities

Organizational and Team Responsibilities include but are not limited to:

• Liaising with team members concerning team roles, responsibilities, and areas

• Assisting in the planning and implementation of team projects and initiatives

• Helping to coordinate and manage project and initiative tasks and deliverables.

• Analyzing, presenting, and reporting on key performance indicators and progress

• Coordinating routine and non-routine tasks and activities including, but not limited to, scheduling and documenting meetings, account and vendor management, and operations support including administration and finance support.

• Performing other duties required to support Team roles and responsibilities.

• Upholding Black Cultural Zones Mission and Vision

Group and Project Role Summary:

• On-Site Event Coordination

  • Coordinate and oversee all on-site event activities, including event set-up, signage, audiovisual setup, and breakdown.

  • Manage event logistics, including coordination of event vendors, suppliers, and contractors.

  • Work closely with the Event Manager and Floating Program Coordinator to execute event timelines, schedules, and run sheets.

  • Supervise and provide guidance to on-site event staff, including event and ambassador crew members.

  • Monitor event operations to ensure compliance with event policies, procedures, and safety regulations.

  • Troubleshoot and resolve any on-site issues or challenges that may arise during events.

  • Coordinate with the Event Manager, leads, and Floating Program Coordinator to handle any last-minute changes or adjustments to event plans.

• Team Leadership and Support

  • Provide direct supervision and support to the Event Crew Lead, Ambassador Crew Lead, and other team leads.

  • Collaborate with the leads to address questions, concerns, and provide guidance to the event, crew, and ambassador teams.

  • Ensure effective communication and coordination within the teams, fostering a positive and productive work environment.

  • Assist in the training and onboarding of new event crew members, working closely with the leads to facilitate a smooth transition.

• Event Planning and Logistics

  • Participate in event planning meetings, offering insights and suggestions to improve event operations and logistics.

  • Work with the Event Crew Lead and Ambassador Crew Lead to ensure efficient distribution of flyers, event set-up, and site management.

  • Maintain accurate records and documentation related to events and crew activities, such as attendance, equipment usage, and incident reports.

  • Collaborate with the Events and Floating Program Coordinator to review workbooks and gain a comprehensive understanding of upcoming events.

• Event Execution and Support

  • Oversee the on-site execution of events, ensuring that set-up, teardown, and other logistics are carried out smoothly and efficiently.

  • Provide guidance and support to the leads and teams during event setup, including the placement of equipment, furniture, and signage.

  • Ensure compliance with event safety standards and regulations, promptly addressing any safety concerns or issues that may arise.

  • Foster excellent customer service among the crew members, leading by example in interactions with event attendees.

  • Assist the Event Manager and leads in managing any unexpected challenges or changes during events.

• Collaboration and Communication

  • Collaborate closely with the Events and Floating Program Coordinator to review event workbooks, discuss event details, and align on objectives.

  • Maintain regular communication channels with the leads and teams, ensuring clear and effective information flow.

  • Provide feedback and suggestions for improving event operations, logistics, and team performance.

  • Act as a liaison between the leads and the Events and Floating Program Coordinator, facilitating coordination and resolving any issues that may arise.