Event Coordinator

Come join the dynamic team at the Reno Sparks Convention and Visitors Authority (RSCVA), where we don’t just market destinations—we create them!

As Northern Nevada’s premier destination marketing organization, we’re on a mission to showcase the incredible beauty, vibrancy, and adventure that Reno, Sparks, and the Tahoe region have to offer. From crafting unforgettable visitor experiences to driving tourism and economic growth, we’re passionate about putting our region on the global map.

Our four facilities include the Reno Sparks Convention Center, the Reno Sparks Events Center, and the National Bowling Stadium.

But that’s not all, working with RSCVA means being part of an organization that’s officially recognized as a Certified Amazing Workplace! We’re dedicated to fostering a collaborative, innovative, and fun environment where our team members thrive.

If you’re looking to make a meaningful impact while being part of a supportive and inspiring culture, RSCVA is the place for you. Let’s elevate Reno Tahoe together!

The Event Coordinator for the Reno Sparks Convention Center, National Bowling Stadium and Reno Events Center, is responsible for providing professional client services support in the planning, organization, and management of events within the facilities, monitoring the logistics of these events, and all event coordination tasks after events are booked through their conclusion at the Reno Sparks Convention Center, National Bowling Stadium and Reno Events Center.

JOB DUTIES AND RESPONSIBILITIES:

• Assists the Event Manager with daily duties.
• Assists with daily administrative duties.
• Monitors and ensures client and event files are complete.
• Coordinates smaller events.
• Assists with keeping clients informed as to status of deadline schedules, including but not limited to floor plan submissions, meeting room set-up specifications, insurance requirements and other relevant details.
• Assists with communicating event details to all required internal and external contacts to ensure events are effectively coordinated to meet and exceed customer expectations.
• Provides clear, concise, and timely communication of detailed requirements to operational departments.
• Monitors facility set-up when necessary.
• Serves as a liaison between clients and facility departments during all phases of planning the event, during the event and closing the event.
• Produces event orders, reports, diagrams, etc., outlining event requirements concerning facilities, equipment, catering needs, etc.
• Assists with monitoring in-house events, maintaining close contact with clients and facility staff to ensure successful events.
• Responsible for timely and courteous follow-up on all client requests, concerns, and problems.
• In conjunction with other departments, ensures all event requirements have been implemented according to quality standards.  Works with staff and others to resolve any outstanding issues.
• Attends appropriate planning, organization and other event and facility meetings in support of facility operations.
• Ensures customer satisfaction throughout event planning process and during event.
• Assists Finance in closing out event files.
• Fills in as MOD if necessary.
• Assists the Sales & Event Services team as requested.
• Always maintains a positive attitude, professional appearance, and work ethic.
• Is knowledgeable in the RSCVA Safety Program and takes necessary steps to maintain a safe work environment.  Adheres to safe work practices to prevent injuries.
• Consistently demonstrates positive, interpersonal relations with all constituencies; cooperates harmoniously with others in the accomplishment of the RSCVA’s strategic goals and objectives.
• Establishes and maintains effective working relationships with others.
• Adheres to attendance and punctuality requirements per RSCVA policy.  Provides proper notification for absences and tardies. Takes corrective action to prevent recurring absences or tardies.
• Uses time effectively and constructively. Does not abuse supplies, equipment, and service.
• Observes all RSCVA and departmental policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, parking, breaks and other related policies).
• Performs other duties as assigned or requested.

BENEFITS:  The Reno-Sparks Convention & Visitors Authority offers a comprehensive benefits package to all full-time employees:

• 100% employer paid Medical, Dental, Vision, Group Life, Long-term and Short-term Disability Insurance for employees.
• 50% employer paid Medical, Dental, Vision and Group Life Insurance for dependents.
• Enrollment in the Public Employees Retirement System of Nevada (100% employer paid contributions).
• Paid vacation and sick time.
• 12 paid holidays and 1 floating holiday.
• 457(b) Deferred Compensation plan.
• Additional voluntary supplemental insurance programs

JOB QUALIFICATIONS:

• 1 to 3 years’ hospitality or related experience and/or training.  An equivalent combination of education and experience is also acceptable.
• Working knowledge of the principles of facility management, services, and equipment for similar facilities.
• Facility/industry experience preferred.
• Knowledge of contract administration, rental agreements, language, terms, certificates of insurance, and legal concepts.
• Knowledge of set-up and tear down requirements for tournaments, conventions, and various events.
• Proficient in basic computer skills and software programs including but not limited to Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to prioritize multiple projects.
• Excellent written and oral communication skills with the ability to effectively communicate with staff, superiors, visitors, clients, vendors, and the public.
• Must be highly motivated and self-directed, detail oriented, meet established deadlines, and be professional in performance of duties.
• Ability to work under limited supervision.
• Excellent organizational, planning, and interpersonal skills required.
• Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends, and holidays.
• Possess a valid Nevada Driver’s License.

WORKING CONDITIONS /ESSENTIAL FUNCTIONS:

• May require work inside or outside of the building as needed by events.
• May be exposed to various temperatures inside and outside the building, airborne particles, chemicals, and fumes.
• The noise level in the work environment is usually moderately quiet while in the office, or moderately noisy when in the field.

PHYSICAL REQUIREMENTS:

• Regularly required to move around the facilities and walk, sit, bend (at neck and waist), twist, talk, and hear.
• Frequently required to stand for long periods of time during events.
• Simple grasping as well as repetitive use of hands and fine hand manipulation are needed to accomplish essential functions.
• Occasionally required to reach with hands and arms.
• Specific vision abilities required include close, distance, color, peripheral vision, depth perception, and the ability to adjust focus.  
• Lift up to 20 lbs on occasional basis.