Event Supervisor

Department: Marketing Entertainment

Division: Commerce / WinStar

Job Title: Event Supervisor

General Description: Provide full range of administrative support to Entertainment Manager and National Touring talent and Artist Representatives. Develops and establishes relationships with National Touring Artists to encourage venue loyalty, repeat visits, and guest satisfaction, directly impacting the reputation of the Chickasaw Nation in the national Entertainment industry as a whole, driving gaming revenue to the property. Project a professional company image through in-person and telephone interactions ensuring excellent customer service.

Supervision Received: Entertainment Manager

Supervision Exercised: External supervision of Talent Representatives, Stagehands, Event Ushers, and Box Office Ticketing Clerks

Essential Job Functions:

• Assist Entertainment Manager execute the requirements supplied by Talent’s representative of all contracts and riders agreed upon by Chickasaw Nation Division of Commerce and the designated authorized National Touring Talent Representative to include all Lounge Acts and any additional Marketing events hired by CNDC.
• Maintain availability 24-hours a day, 7-days a week, 365-days per year to interact with Talent Representatives from National Touring Artists.
• Arrange complimentary use of the facilities including but not limited to food, lodging, retail, and spa amenities in order to secure relationships with National Touring Artists.
• Event Supervisor must be able to be reached at any time for show advance and hospitality need by National Touring Acts and lounge performers.
• Maintain availability 24-hours a day, 7-days a week, 365-days per year to interact with VIP personnel and Chickasaw Nation headquarters representatives for specialized ticket requests and hospitality needs.
• Train all Stagehand staff.
• Customer relations. Responsible for conflict resolution with patrons, VIP guests, and external Talent.
• Management and scheduling of Stagehands and Event Usher staff.
• Supervise all stagehands job functions, development, and job performance including but not limited to, management, scheduling, tracking of employees IDP goals, attendance tracking, Title 31 training, fork and scissor lift training, employee development, and disciplinary action up to and including termination.
• Counsel employees on job performance and professional development.
• Maximize profitability by controlling expenses and efficiently managing staff.
• Prepare/conduct employee performance evaluations and provide salary recommendations for annual/merit increases.
• Maintain open availability to assist with Box Office Ticketing Clerks to ensure continuity of property representation for dispute resolution in order to provide outstanding customer service.
• Be able to appropriately assist our patrons, over the phone or online.
• Ensure adequate staffing for department by interviewing and selecting staff for open positions and arranging for contingency staff in correlation to business needs. Redirects the labor force according to changing activity for each shift to maintain optimum operational levels.
• Resolve a wide variety of transportation, production, amenity, or hotel related disputes and uses proper judgment skills to negotiate appropriate resolutions for each circumstance.
• Contribute new ideas for future booking opportunities in order to increase patron attendance and customer play.
• Ensure positive representation of the Chickasaw Nation when interacting with all National Touring Artists and/or their representatives, major or otherwise, Music Promoters, Record Executives, Agents, Talent Crews, and Road Management.
• Liaise with CNDC talent buyer.
• Assist Entertainment Manager executing Booking Contracts between CNDC talent buyer and Legal Department.
• Assist Entertainment Manager by inputting booking contracts into the Stream It purchasing system to generate POs for Talent Buyer.
• Retrieve all concert and event financial data, including but not limited to ticket and merchandise sales, revenue reports, ROI reports, ticket audits, ticket reconciliations, past performance data and projected performance data.
• Attend all concerts and or events to assist with ticketing and/or Talent needs.
• Must maintain detailed knowledge and a commitment to continuing education related to ticketing system.
• Must maintain detailed knowledge of Venue policies and procedures.
• Must maintain close communication with CNDC audio/video and production contact to ensure successful execution of events.
• Liaise with ticketing software for all ticket sales and event issues.
• Responsible for maintaining reservation seats per Artist Management Representative requests in ticketing software and create events and seating arrangements in ticketing software
• Responsible for organizing and executing artist meet and greets with dignitaries, VIP guests, and fan club members.
• Must be able to sell tickets, explain to and print detailed audits for Talent Representatives, comp tickets, create events and activate in the system.
• Troubleshoot system issues on ticketing system ensuring that it is functioning at optimal level so our guests receive an outstanding entertainment experience.
• Coordinate and oversee daily Stagehand tasks including, but not limited to: venue set up, Green Room/Dressing room stocking and set up, specialty item placement in hotel room(s), backstage organization, production organization, storage, stocking, inventory, etc.
• Responsible for maintaining usher roster, assigning day of show duties, and execution of labor transfer process.
• Counsel employees on job performance and professional development.
• Maximize profitability by controlling expenses and efficiently managing staff.
• Prepare/conduct employee performance evaluations and provide salary recommendations for annual/merit increases.
• Assist Entertainment Manager in maintaining schedule and calendar of all events in the Global Event Center, the Colosseum at WinStar, weekend entertainment at the WinStar Hotel, Rotunda Bar, the WinStar Golf Course, Gaming Plaza openings and various entertainment events on property including but not limited to: Lunar Year Celebration, Hispanic Heritage Week and any other events or displays scheduled by the Marketing Department.
• Maintain detailed log of monthly expenses reconciled against invoicing and p-card purchasing for Accounting.
• Review house digital assets, casino website, app, and all other digital outlets weekly to ensure Entertainment content is up to date and correct.
• Assist Entertainment Manager in the execution of pre-event and event activities located in the Global Event Center, the Colosseum at WinStar, and weekend entertainment at the WinStar Hotel, as well as the Rotunda Bar, the WinStar Golf Course, and various entertainment events on property including but not limited to: Gaming Plaza openings, Lunar Year Celebration, Hispanic Heritage Week and any other events or displays scheduled by the Marketing Department. These activities include, but are not limited to: transportation, lodging, catering, wardrobe needs, errand runners, production assistance, amenity reservations, and dressing rooms. Hospitality advance includes:Upon receipt of booking forms from buyer, determine if buyout or contract / forward or initiate hotel block request as appropriate.

Initiate contact with group to secure production & hospitality riders.
Send Tour contacts our internal venue contact & information email.
Execute rooming lists and in-suite hospitality with hotels/review & confirm with Tour Management.
Review ground transportation confirmations to make timeline.
Discuss rider requirements with Tour Manager – seek approvals on out-of-norm expenses/coordinate with buyer.
Responsible for providing accurate department information to Tour Manager such as but not limited to: Production contact, Audio/Video, Ticketing contact and merchandise seller.
Responsible for coordinating and ordering additional equipment for execution of events such as but not limited to boom lifts, scissor lifts, and any other special requirements needed by the artist representative.
Responsible for coordinating any additional security needs requested by the artist representative.
Responsible for submitting additional signage requests if applicable per rider needs.
Coordinate catering menus & timeline with source – ensure either the Tour & caterer are communicating, or take the lead & coordinate with Tour.
Shop for applicable items per rider – requires knowledge of specialty sources (vegan, organic, etc.).
Stage items per rider requirements (per room, bus, etc.).
Maintain receipts/records of purchases.
P-Card reconciliation and reporting.
Day of show transportation of performers and tour personnel as required.
Day of show production & amenities fulfillment.
Coordinate/physically setup offices, dining spaces.
Coordinate and execute after-show orders for performer/crew dining.
Clean up of backstage/hospitality areas.

• Responsible for responding to web contacts regarding area of expertise as assigned within 24-hour window to ensure continued customer service and a satisfactory guest experience.
• Perform other duties as assigned.

Minimum Qualifications

Education:

• Must have a high school diploma or GED.
• Two (2) years in job related field or a Bachelor’s degree strongly preferred

Knowledge, Skills and Abilities:

• Must have intermediate knowledge of Microsoft Office Suite
• Must be able to type 40 WPM.
• Must be able to operate and train associates in ticketing platform
• Multi-task successfully to provide desire results.
• Ability to maintain professional demeanor in a high stress, fast paced environment and to find quick solutions and delegate tasks back to appropriate person.
• Provide diplomatic solutions to issues presented by National Talent and/or their Representatives and also Patrons.
• Must be able to work a flexible schedule including evenings, weekends, holidays, and long hours as this position requires.
• Attention to detail on confirmations, communication with the tour, and communication back to the team.

Training and Experience:

• Must have a minimum of six (6) months experience in Ticketmaster ticketing system or similar ticketing platform.
• Must have a minimum of six (6) months experience in event coordinating, National Touring, or similar background in live events.
• At least six (6) months experience in casino marketing database systems preferred.

Licenses/Certifications/Other:

• Be able to pass a background check and receive a gaming license from the Chickasaw Nation Office of the Gaming Commission as required to work in gaming operations.
• Possess a valid driver’s license.Must be able to travel within the boundaries of the Chickasaw Nation.

• Complete pre-employment drug test with a negative result.

Physical Requirements:

• Must be able to sit or stand for long periods of time. Requires grasping, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Must be able to work on computer for at least two (2) continuous hours at a time.
• Must be able to lift or move up to 15 pounds.

Work Environment:

The work environment may require exposure to second hand smoke, flashing lights, dust, dirt, loud noises and vibrations; requires ability to handle hostile and emotionally disturbed people. May experience extreme weather conditions on the job as well as on the way to and from specific job sites, as well as work in areas where temperatures fluctuate, have poor ventilation or areas, and have to work in high traffic areas or places where people congregate. Must be able to work with the public with ability to handle difficult situations. Travel may be required.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evening shift
• Holidays
• Night shift
• Weekend availability

Application Question(s):

• Are you willing to undergo a background check, in accordance with local laws and regulations?
• I understand that the Chickasaw Nation has a no tolerance policy of drugs and alcohol, and this includes the use of medicinal marijuana. As a sovereign Nation, State law does not apply to the Chickasaw Nation, and therefore the use of marijuana is illegal and is not acceptable for employees.

Education:

• High school or equivalent (Required)

License/Certification:

• Driver's License (Preferred)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)
• Overnight Shift (Preferred)

Work Location: In person

Salary : $43,200 - $54,700