Entertainment & Sports Event Planner

Title

Entertainment & Sports Event Planner

 

Annual Salary

45,000 – 55,000

 

 

Job Summary

The Entertainment & Sports Event Planner is a vital, full-time role responsible for the end-to-end planning, coordination, and flawless execution of live entertainment shows, arena football games, and other sporting events held at the Duluth Entertainment Convention Center (DECC).  The Event Planner will handle advance and day-of event management.  This role ensures seamless operations from initial client planning to post-event wrap-up, focusing on delivering an exceptional guest experience, driving revenue, exuding energy and maintaining high satisfaction standards for touring personnel and event clients.

 

Requirement and Competencies

• Detail oriented with meticulous attention to details
• Excellent written and verbal communication skills.
• Excellent prioritization and organizational skills.
• Ensure a high level of customer service.
• Ability to work independently and possess team coordination capabilities.
• Proficient in Microsoft Office.
• Superior problem-solving and rapid adaptability in a dynamic environment.
• Ability to manage difficult situations as needed
• Familiarity with standard ticketing platforms and event management software
• Cell Phone will be required as primary mode of communication during working hours whereby timely, vital and immediate needs present themselves

 

Preferred Qualifications

• Bachelor’s degree in Event Management or related field.
• Knowledge of Momentus booking and management software.
• Knowledge of Delphi Diagramming software
• Knowledge of Microsoft Office and Adobe Creative Software
• 2 years of event planning experience and 1 year of Entertainment, Theater and/or Hospitality experience
• Experience in concert, live event, or sports event management (venue operations experience preferred).

 

 

Essential Functions (Reasonable accommodations may be made for individuals with disabilities.)

• Communicates regularly via phone, email and text regarding events, facility questions, or general inquiries
• Meet with clients, tour personnel and promoters to identify the event needs. Develop detailed event plans, negotiate terms and prices using professional judgment, and oversee events to ensure they comply with the negotiated terms
• Cultivate and maintain positive, professional working relationships with touring management, artist representatives, and event clients
• Plan and oversee facilities, catering, A/V requirements, signage, displays, menus and special needs requirements, printing, event security, and exhibit requirements using Momentus software.
• Create detailed floor plans for events using Delphi Diagramming software.
• Serve as the primary liaison, coordinating directly with promoters, touring personnel, sports teams, and various clients on all event and production logistics.
• Oversee the preparation and distribution of event summaries and attend event meetings.
• Manage the process of each event by overseeing the work of multiple DECC departments to ensure facilities conform to client and contract requirements.
• Address concerns with relevant department managers and direct the implementation of facility plans as necessary.
• Be present during events to interact with the client and gather information for post-event evaluation.
• Ensure an exceptional and safe guest experience for all attendees during shows and sporting events
• Conduct post-event evaluations to determine how future events can be improved, present formal policy and practice recommendations to senior management.
• Maintain historical and financial records of all event aspects; review the contract considering expenses to ensure continual profitability and adjust as necessary.
• Represent the Event Planning department and Sales department both internally and externally as needed.
• Assist the marketing and promotion teams with ticketing setup, coordination, and audience engagement initiatives as required.
• Using time management skills, set priorities and meet required deadlines.
• Must retain a thorough knowledge of local hospitality resources.
• Additional duties as assigned.

 

 

Schedule

This position is expected to work 40-hours per week with some evenings, weekends, and long hours required, based on client and event schedules.

 

Supervisory Responsibilities

None

 

Work Environment

The Event Planner will primarily be in an office setting along with the auditorium and arena.  The noise levels in the work environment vary from quiet to very loud (There are regular distractions, including noise from office machinery, telephones, and office traffic.)  If working on the show floor, it can be very loud at times.  The pace varies, but is often very busy, and the Event Planner will need to adapt quickly.

 

Physical Demands

This position requires someone that is able to spend time seated, working at a computer, and speaking on the phone. They must be able to spend long days on foot walking and climbing stairs. They must be able to clearly and concisely communicate to a wide variety of people. The Event Planner will need to use their hands frequently, and be able to see, hear, speak, write, and type often.  May lift up to 50 lbs on occasion. 

 

Uniform

Business casual attire. The DECC will provide a DECC nametag and/or ID badge.

 

Travel Required

Typically no travel, but could be occasionally,

 

Additional Eligibility Requirements

• Must be 18 years of age or older
• Successful completion of reference checks
• Successful completion of a background check
• Successful completion of a drug test, if applicable

 

 

 

 

Work Authorization/Security Clearance Requirements

The DECC uses USCIS Form I-9 to verify the identity and employment authorization of individuals hired for employment. On the form, an employee must attest to his or her employment authorization. The employee is required to present the DECC with acceptable documents evidencing identity and employment authorization at the time of hire. The DECC will examine the employment eligibility and identity document(s).

The list of acceptable documents can be provided by Human Resources.

 

At-Will Employment

This position is at will. This means if you are offered the position and accept, your employment with the DECC is for an indefinite period of time and it is subject to termination by you or the DECC, with or without cause, with or without notice, and at any time. Nothing in this job description or any other policy of the DECC shall be interpreted to be in conflict with or to eliminate or modify in any way, the at will employment status of this position.

The at will employment status of an employee of the DECC may be modified only in a written employment agreement with that employee which is signed by the Executive Director or the Chair of the DECC Board of Directors.

By your signature below, you acknowledge your understanding that your employment with the DECC is at will, and that nothing in this description is intended to constitute a contract of employment, express or implied.

 

EEO Statement

The DECC is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualification and ability. The DECC does not discriminate in employment practices on the basis of age, color, disability, national origin, race, religion, sex, sexual orientation or any other characteristic protected by law. The DECC will follow any state or local law that provides greater protection. This policy is neither exhaustive nor exclusive. The DECC is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable laws.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 

FLSA Classification

Exempt

Type of Position

Full-Time

Type of Employment

At-Will

Department

Administration

Reports to

Entertainment Booking Manager

 

 

Benefits:

 

• Free parking
• Employee wellbeing initiatives
• Monthly bus pass bus reimbursement program
• Public Employee Retirement Account (PERA) – Pension Plan – with employer match
• Optional Minnesota Deferred Compensation Plan
• Free Employee Assistance Program
• Paid Vacation and Sick Time
• Health Insurance
• Dental Insurance
• Flexible Spending Account for Medical, Dental and Dependent Care
• Qualifying employer for the Federal Student Loan Forgiveness Program
• Paid Parental Leave
• More benefit details here:  Benefits HERE

 

 

 

What is the DECC?

 

The Duluth Entertainment Convention Center (DECC)  is a collection of ten venues hosting conventions, meetings, sports, arts, and entertainment right on the waters of Lake Superior in vibrant Canal Park. The DECC offers spectacular views of the Duluth Aerial Lift Bridge and excellent walkability.

Steps away from charming Canal Park and Downtown Duluth, guests enjoy shops, restaurants, and easy access to hotels. The Duluth Lakewalk and Bayfront Festival Park are just outside our doors.

Home to Duluth Superior Symphony Orchestra, the Minnesota Ballet, UMD Men’s and Women’s Bulldog Hockey, the Olympic gold-winning Duluth Curling Club, and the William A. Irvin floating museum / Duluth Haunted Ship, the DECC is the heart of regional entertainment.

Our commitment to sustainability means that all the events we host bring economic and environmental benefits to our city.

 

Mission:

We host events, create experiences, and drive our regional economy.

 

Values:

• Hospitality
• Entertainment
• Community
• Visionary
• Stewardship