Event Services Manager

Job Description

The Event Services Manager (ESM) leads, establishes protocols, and oversees the execution of events within the Food City Center arena, including major touring concerts, family shows, trade shows, basketball, volleyball, UTK events, and private events. Regularly the primary on-site decision-maker for events and serves as Manager on Duty and the senior arena decision-maker on site. The ESM ensures that each event is operated safely, effectively, and with expense efficiency. The ESM serves as the client’s primary point of contact throughout and disseminates event tasks to all departments, staff, and service providers to ensure an outstanding event experience for all clients, guests, and team members.

Responsibilities

• From the time that an event is confirmed, the ESM is the primary University representative contact for the promoters and touring staff that will utilize the arena. As the primary point of contact for clients and tenants, responsible for collaborating with clients on planning and organizing all aspects of each event and guiding clients in preparation of events by establishing policies and procedures that fit each specific event. 

• Keep clients informed as to the status of deadline schedules, including but not limited to floor plan submissions, event set-up specifications, safety requirements, and other relevant details. 

• On event days, monitors the facility and staff reporting to the ESM, maintaining close contact with clients and facility staff to ensure events are operated on schedule, as designed, and safely -- takes immediate and corrective action as necessary, often on the fly and in the ESMs sole discretion. Follows up on and addresses all client requests, concerns, and problems.

• Direct event staff operations and oversee all aspects of facility operations as they relate to the management of an assigned event. This includes determining the staffing levels required for each event for multiple contractors and in-house staff providers and submitting those staffing orders weeks in advance of each event.

• Following each event, reviews and approves payment to contractors and in-house staffing providers. Follows up on concerns/issues from previous events and makes corrective decisions as necessary.

• Prepares cost estimates and delivers them directly to clients, ensures invoices are obtained in a timely manner during and following events, and monitors final billing for accuracy vs. estimates provided in advance of event.

• Provide clear, concise, and timely direction of requirements to operational departments and confirm facility set-up to ensure the facility is safely and properly prepared prior to events. 

• Plans and leads all necessary meetings and conferences in support of event operations. Creates overall event plans that contain all relevant information and requirements for each event by department.

• Create plans for building access control and building occupant experience. Present for extended hours, including nights, weekends, and holidays, in addition to normal business hours. Generally, sets working schedule as necessary to ensure all responsibilities are covered.

• Serves as Manager on Duty (primary on-site arena decision maker) as required. 

• Create post-event summary recapping event data and any issues addressed during events—seek input from all parties to update policies and procedures.

• Research, review, and recommend equipment, materials, and supplies required to improve operations while operating within an established annual budget.

Qualifications

Required Qualifications

• Education: Bachelor’s degree required.  

• Experience: 3 or more years related experience (can include Graduate Assistantships/Internships) in a multi-purpose, live entertainment venue.

• Knowledge, Skills, Abilities: Knowledgeable and proficient with Microsoft Office applications. Strong communication skills, both in-person and remotely via electronic mediums. Experienced event planner and manager. Able to coordinate complex schedules and create schedules for others. Willing and able to work flexible and extended hours, including nights, weekends, and holidays, in addition to normal business hours--often on short notice or as is deemed necessary to ensure personal or team tasks are completed on schedule.

Preferred Qualifications

• Education: Bachelor’s degree in event/facility management, sport management, or business is preferred.

• Experience: 5 or more years related experience in a live entertainment venue; directly responsible for directing events and leading large event teams

• Knowledge, Skills, Abilities: Experienced and skilled with CAD programs like AutoCAD or AutoCAD LT. Experienced, strong leader of event staff and student workers and comfortable taking a leading role among peers as necessary. Highly skilled in understanding client needs, and problem solving in a fast-paced, high-stress environment.

About Us

With over 225 years dedicated to education and research, and as one of the 100 largest employers in Tennessee, there is endless potential to discover at the University of Tennessee, Knoxville. This advanced academic center comprises 17 degree-granting colleges and schools, 900+ programs of study, 547 graduate programs, and is home to over 7,500 employees statewide who support the continued growth of the state’s flagship land-grant university. The University of Tennessee Institute of Agriculture, Anthropological Research Facility, Space Institute, and the UT Institute of Public Service are acclaimed entities of the UT system and with nearby affiliate, Oak Ridge National Laboratory, Rocky Top is a university on the rise. UT Knoxville considers its employees its number one asset and with values that focus on work-life balance, compensation, and innovative leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs. Apply today and join the Vol Family for life!

Ranked nationally as “Best Employer for New Graduates”, “One of America’s Best Large Employers”, “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.