Event Coordinator

Position Overview

Rising Stars Academy and Leave It On The Mat are seeking a highly organized, dependable, and energetic Event Coordinator to assist with the planning, preparation, staffing, setup, execution, and breakdown of our academy events, competitions, showcases, clinics, community events, and special productions.

The Event Coordinator will serve as one of the primary behind-the-scenes leaders responsible for making sure each event is organized, properly staffed, professionally presented, and running according to schedule.

This person should be a problem-solver who can take an event plan and help turn it into an organized experience for athletes, coaches, parents, spectators, vendors, staff, and guests.

Key ResponsibilitiesEvent Planning & Preparation

Work with management to understand the vision, schedule, needs, and expectations for each event.Create and maintain event preparation checklists.Assist with developing event timelines and run-of-show schedules.Confirm event supplies, equipment, signage, tables, chairs, décor, awards, merchandise, registration materials, and other necessities.Communicate with staff prior to events regarding assignments, arrival times, dress code, responsibilities, and expectations.Identify potential problems before the event and develop solutions or backup plans.Event Staffing & On-Call Positions

Help identify the staffing needs for each event.Recruit, schedule, and coordinate event-day and on-call staff as needed.Create staff assignments for positions such as:Registration and check-inTicket/admission tableAthlete and team check-inVendor check-inMerchandise/concessionsVIP areasAwardsHospitalityFloor/mat assistanceBackstage/holding areasDoor attendantsRunnersSetup and breakdown crewMaintain a list of reliable individuals who can be contacted for event-based work.Confirm staff attendance prior to events and assist with finding replacements when necessary.Conduct event-day staff briefings so everyone understands their assignment.Vendor Coordination

Communicate with vendors participating in RSA and Leave It On The Mat events.Maintain vendor contact information and event participation details.Provide vendors with setup times, locations, rules, and event instructions.Coordinate vendor check-in and booth placement.Ensure vendor areas remain organized and professional throughout the event.Serve as a point of contact for vendor questions and concerns on event day.Confirm vendors follow event policies and cleanup expectations.Event Setup

The Event Coordinator will be responsible for helping lead and oversee event setup, including:

Registration and check-in areasVendor boothsMerchandise areasVIP areasAwards tablesAthlete/team areasSignage and directional signsStep-and-repeat/photo areasTables and chairsDecorations and branded elementsStaff stationsHospitality areasCompetition or performance areasBefore doors open, the Event Coordinator should conduct a walkthrough to make sure the venue is clean, organized, properly staffed, visually presentable, and ready for guests.

Event-Day Management

During events, the Event Coordinator will:

Arrive before staff, vendors, athletes, and guests when required.Help conduct the event staff meeting.Make sure all assigned positions are covered.Monitor the event schedule and help keep activities running on time.Communicate schedule changes to appropriate staff.Troubleshoot problems quickly and professionally.Monitor registration, admissions, vendors, merchandise, awards, and other event areas.Assist coaches, teams, parents, vendors, and guests when issues arise.Coordinate with management throughout the event.Make sure staff members remain at their assigned stations.Help maintain a professional, welcoming, and organized environment.Handle unexpected situations without unnecessarily disrupting the event.Leave It On The Mat Competition Responsibilities

For Leave It On The Mat competitions, additional responsibilities may include:

Coordinating team and coach check-in.Preparing coach packets and event materials.Coordinating vendor setup.Assisting with competition signage and venue flow.Monitoring warm-up, holding, performance, and awards areas as assigned.Coordinating staff and volunteers.Making sure teams know where they should report.Supporting awards preparation and distribution.Assisting with merchandise and spectator areas.Helping maintain the competition timeline.Communicating urgent issues to event leadership.The Event Coordinator should understand that competition days can move quickly and should be comfortable making decisions, communicating clearly, and solving problems in real time.

Rising Stars Academy Event Responsibilities

Events may include:

Team RevealSigning DayTryoutsParent Open HousesClinics and campsShowcasesBanquetsCollege Prep CombineCommunity performancesFundraisersHoliday eventsAthlete recognition eventsTelevision filming and premiere eventsOther RSA special eventsThe Event Coordinator will help make sure each event represents the professionalism, energy, and experience expected from the Rising Stars Academy brand.

Event Breakdown & Follow-Up

At the conclusion of each event, the Event Coordinator will:

Coordinate staff breakdown assignments.Ensure vendor areas are cleaned.Collect signage, supplies, equipment, and reusable materials.Make sure merchandise and event supplies are accounted for.Ensure the venue is left clean and organized.Report damaged, missing, or low-stock items.Provide management with feedback regarding what worked and what should be improved.Maintain notes and checklists that can make future events more efficient.Pay: $18.00 - $30.08 per hour

Expected hours: 12.0 per week

Work Location: In person