City of Tampa

This is responsible lead work involving event coordination for the municipal convention center.

The employee in this class is responsible for performing tasks of more than average difficulty involving event management for the municipal convention center to include overseeing the work of other employees as needed. Under general supervision, the employee is required to exercise reasonable initiative and independent judgement in coordinating activities related to lessee needs from medium to large scale events, high-profile events, and new events that need extra assistance in working in the building for the first time by managing highly detailed event logistics and dealing with the public using the art of hospitality and diplomacy. Must be able to problem solve, multi-task, and to work under pressure. Position will require that work be performed on weekends, holidays, and irregular hours. Work is reviewed while in progress thorough observation and client feedback.

Acts as a liaison between the Tampa Convention Center and the lessee to successfully execute their event.

Gathers event details and lessee’s needs through written specs, conversations, planning meetings, event history, and site tours to prepare and disseminate an Event Resume with a schedule of activity, work orders, personnel requests, ancillary cost estimates, internal departmental and in-house partner notes, and AutoCad room drawings.

Uses life-safety code guidelines in reviewing floor plan drawings and room set-ups and will make corrective recommendations to the lessee.

Responsible for submitting tradeshow set-ups to the Fire Marshal’s office for floor plan review and approval.

Schedules paramedic and firewatch personnel.

The Event Coordinator is on-site for event coverage.

Serves as manager-on-duty during events and are assigned the decision-making power necessary to function in that capacity when upper management is not in the office such as nights and weekends.

Assists lower-level event personnel in the absence of the supervisor or as assigned.

Reviews lower-level event coordinator’s event documents and floor plans prior to distribution.

Helps Event Coordinator I & II to follow SOP’s and offer guidance to problem solve with unusual or difficult situations.

Acts as a liaison between event coordinators and the Fire Marshal office with routine requests.

Independently manage highly detailed event logistics from medium-size gatherings to large scale productions, high-profile events, and events that need extra assistance in working in the building for the first time.

Responds to client inquiries in a very timely fashion.

Works to identify operational challenges associated with the event(s) and determine how to best solve these challenges and/or develop alternative solutions.

Uses AutoCad software to create non-technical room diagrams.

Masters the usage of customized event software for event logistics.

Creates and reviews work orders.

Creates a timely client ancillary bill and ensures billing accuracy with client prior to processing the final settlement.

Works with the internal partners involving food and beverage, audio/visual, rigging, security, internet and telecommunications, electric, and the business center.

Works with outside companies such as general service contractors, decorators, production and audio/visual companies, transportation companies, and any other companies that the client has contracted to provide services within the center.

Leads client planning meetings, internal planning meetings, site tours, formal and informal pre-con meetings, and post-event meetings.

Prepares and sends daily activity reports to management and creates a post-con report after the event.

Attends weekly staff meetings, scheduling meetings, and week-at-a-glance meetings.  

Assists in running internal building meetings.

Works on assigned special projects.

Performs related work as required.

Working knowledge of: standard office practices and procedures including basic computer operation and Microsoft Office/Excel. Basic AutoCad knowledge is a positive.

Skill in: excellent verbal and written communication with the ability to easily communicate complex, highly detailed issues, and options to different audiences.

Ability to: work on multiple events at once and must maintain a high level of quality output regardless of the task load. Must take initiative and act quickly in a professional manner in a high-pressure environment.

Must be a team player to ensure a cohesive unit. Must have a high level of understanding of the importance of attending to detail. Develop and maintain positive working relationships with other employees to support the team to reach common goals.

Graduation from an accredited college or university with a bachelor’s degree in hospitality management, business, sports management, recreation, mass communications, public relations, marketing, computer information systems or a related field and at least (5) years of experience in event management, meeting planning, hospitality industry, or a related field.

An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Possession of a valid driver’s license.

CMP – Certified Meeting Professional is recommended but not required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees will be required to work nights, weekends, and holidays. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.