In collaboration with the VP, Programs & Event Logistics, and various departments across the organization, the Coordinator, Event Logistics will provide essential support for the programming and event logistics of a pre-determined set of organizational events ensuring they are accomplished with superb quality and exceed the standard of industry excellence. This position requires strong organizational abilities, effective project management, and excellent customer service skills, ensuring seamless communications with members in the daily execution and planning of approximately 85+ events.
Value Creation
- In consultation with the VP, Programs & Event Logistics, will provide primary logistics support for the execution of approximately 85 events annually, ensuring events stay within budget guidelines. Operational functions include planning, scheduling, logistics, cost negotiations, vendor relationships, etc.
- Work as key partner with program managers to develop vision for specified events.
- Create timelines with set deadlines for all staff involved.
- Resolve logistical issues that arise at events and represent organization in resolving
complaints while ensuring excellent customer service. - Contribute to the strategic planning process for programs & event logistics offerings and
provide recommendations for improving events. - Research event management trends and best practices from area organizations and other
chambers across the country. - Communicate effectively with internal and external audiences through various channels.
- As a member of the Programs & Event Logistics team, serve in a logistical support role for:
o Area Advisory Councils, Annual Celebration, Chamber After Hours, Coffee, Content &
Conversation, Executive Insights, Growing Together, Intro Nashville programming,
Leadership Connect, President’s Table, Professional Development Series, Propel,
Regional Business After Hours, Business Studio, Nashpreneurs Conference and Happy
Hours, the Small and Diverse Business Forum and YP Nashville programming (NELAs,
YP Nashville Connect, YP Networking/Education, YP Summit, etc.).
• Provide rotational logistical support for event programming within chamber theater structure
(ex. Growth, Public Policy, Talent Development and Economic Development)
• Help facilitate staff debrief following each program to recap the strategic and financial
outcomes, summarize participants and evaluate overall effectiveness.
Event Operations
- Prioritize tasks for simultaneous events, ensuring completion of all assigned timeline tasks by previously set deadlines
- Research, secure and coordinate the work of contracted vendors.
- Collaborate with Chamber communications team and project owner for marketing needs, including graphic design, broadcast e-mails and printed collateral.
- Coordinate and secure volunteer support for specified events.
- Oversee registration and volunteers at specified events.
- As part of the Programs & Event Logistics team, serve on-site during event set-up and tear-down.
- Work with Director, Sponsorship to ensure fulfillment of sponsor contracts and ensure fulfillment reports are up to date.
- Monitor event supplies; determine inventory levels and order necessary items.
Computer/Data Management
- Input, retrieve and update event registration data and registration fees through computerized
event management system. - Extract registration data as needed for name badge creation and registration reports.
- Responsible for internal event organizational calendar, including sending calendar appointments to appropriate staff.