The Nashville Downtown Partnership’s Events & Resource Coordinator is a member of the Strategic Development & Communications department, playing a key role in enhancing the downtown experience for residents, workers, business and property owners, and visitors. This team member holds primary responsibility for all stakeholder engagement events, including the Annual Meeting & Awards Luncheon, Annual Open House, Annual Downtown Home Tour, Annual Member Appreciation event, Annual Downtown Holiday Market, and various events for downtown residents and workers. The Events & Resource Coordinator also supports the VP of Strategic Development & Communications with administrative and organizaitonal elements of resource development. Resource development includes the corporate membership program, event sponsorship, and advertising sales. This is a highly collaborative position, working with every department.
Primary Tasks and Responsibilities include, but are not limited to:
Event Planning and Production:
- Serve as the single point of contact for the planning of all Nashville Downtown Partnership events, including the Annual Meeting & Awards Luncheon, working with relevant departments to deliver the event objectives from conception to event evaluation
- Assist the Parks & Placemaking team with event planning and on-site support for larger multi-day festivals (such as the Downtown Holiday Market)
- Plan and coordinate all event communication strategies in collaboration with the Communications department, to include invitations, in-kind donation requests, vendor and venue requests, RSVP management, ticket sales websites/forms, etc.
- Track event partnerships and make recommendations for leveraging events to optimize community benefit and the Partnership’s Core Purpose
- Effectively communicate event needs and expectations with staff, volunteers, vendors and partners, delegating appropriate planning and execution responsibilities as needed
- Collaborate with communications team for any remarks/speeches needed at events
- Harness an entrepreneurial approach to improve event implementation, event ROI, and information management
- Lead on-site production and clean up for events as necessary
- Prepare nametags, materials, registration lists, seating cards, etc. as needed
- Close out all events as required
Event Administration:
- Maintain event budget awareness and trouble-sheet budget shortfalls with VP of Strategic Development
- Drive the event planning and execution process by creating and utilizing timelines, planning templates, underwriting lists and projections, and meeting agendas
- Maintain a solution-oriented mindset and recommend strategies to improve event quality and goal attainment
- Track event finances including check requests, invoicing, and reporting
- Coordinate scheduling of events on the company calendar
- Prepare and modify event contracts as requested
- Manage event data imports and exports for adequate tracking and historical analysis
- All other duties deemed necessary by management
Resource Development Support:
- Administratively support the corporate membership program to include member invoicing, maintaining membership rosters and member benefit fulfillment
- Maintain information related to event sponsors, including procuring distribution lists for communications and ensuring benefit fulfillment
- Support solicitation initiatives such as the annual renewal mailing, prospect identification and re-engagement efforts
- Assist with preparing key metrics such as renewal and attrition rates