Event Specialist

Description

Under general supervision from the Special Events Manager, the Event Specialist supports the planning, coordination, and execution of high-quality park events and programs that advance GGP Parks’ operational standards, guest experience, community programming, and brand reputation. This role coordinates event logistics, cross-functional communication, vendor and partner support, on-site execution, and post-event follow-up for assigned special events, festivals, concerts, performances, rentals, and other programs.

Requirements

***Essential Functions***

* Plans, coordinates, and supports assigned events and programs across GGP Parks venues, including special events, festivals, concerts, performances, markets, fitness programming, rentals, and community programs for diverse audiences.
* Ensures assigned events align with facility policies, safety requirements, brand standards, accessibility expectations, and GGP Parks’ standards for quality, guest experience, and operational excellence.
* Supports program research, planning, and development by identifying event needs, operational considerations, partner requirements, and opportunities to strengthen public programming.
* Maintains strong knowledge of GGP Parks facilities, event footprints, layouts, equipment, and operational capabilities; leads walk-throughs with departments, external partners, vendors, performers, and presenters as needed.
* Advises external partners, performers, presenters, vendors, and internal teams on setup options, equipment needs, timelines, site limitations, and operational requirements to support successful event outcomes.
* Manages assigned event checklists, timelines, setup information, stakeholder coordination, communications, and on-site execution to ensure events are delivered safely, efficiently, and professionally.
* Provides administrative and clerical support, including program registration, phone and email correspondence, public inquiries, event documentation, contract and invoice processing support, and event management software updates as applicable.
* Coordinates the work of volunteers, contract staff, event support staff, service providers, and third-party vendors involved in event setup, operations, tear-down, and related support.
* Coordinates event setup, tear-down, day-of operations, production needs, operations team communication, and on-site roles for assigned events and programs.
* Conducts pre-event and post-event inspections of event areas to ensure spaces are clean, safe, prepared, and restored for external partners, guests, and park operations.
* Maintains clear, timely, and professional communication with vendors, performers, presenters, external partners, volunteers, and GGP Parks departments before, during, and after events.
* Develops and maintains effective working relationships with local vendors, performers, service contractors, external partners, and suppliers of event-related services.
* Coordinates volunteer support requests with the Education/Volunteer Manager as needed.
* Works across departments to anticipate traffic flow, crowd control, safety, and guest experience needs; takes appropriate steps to protect facility clients, guests, staff, and partners.
* Assists with inventory management for program equipment, event supplies, costuming, giveaways, and other event-related materials.
* Provides staff support across GGP Parks facilities and programs as assigned, including Guthrie Green, Gathering Place, LowDown, and Flyloft.
* Monitors time, expenses, and event-related resources in accordance with established procedures.
* Performs emergency custodial, maintenance, or operations support related to event needs as assigned.
* Follows all safety rules, regulations, and required training protocols to minimize risk and support safe event operations.
* Maintains accurate reporting procedures for event reports, incident reports, attendance logs, maintenance work orders, and related documentation.
* Maintains clean, organized, and professional event facilities, offices, storage areas, and workspaces.
* Works varied and extended shifts, including holidays, weekends, nights, and events, based on operational needs.
* Performs other duties as assigned by Special Events Manager, or Senior Leadership.

***Qualifications***

* Bachelor’s degree
* 1 to 2 years’ experience or equivalent combination of education and experience in parks and recreation, event management, or related field of study.

***Skills & Experience***

* Provides a high-quality guest experience by supporting GGP Parks’ culture, service expectations, and operational standards.
* Conducts all activities in alignment with the principles and integrity of the George Kaiser Family Foundation.
* Protects and enhances the Gathering Place brand in the best interests of the community, the George Kaiser Family Foundation, donors, guests, and stakeholders.
* Manages multiple projects simultaneously, works effectively with the public, and meets deadlines in a fast-paced event environment.
* Demonstrates strong decision-making, problem-solving, organizational, and prioritization skills.
* Follows and gives instructions effectively, works well with others, and supports a collaborative team environment.
* Maintains professionalism, motivation, attention to detail, and a strong work ethic in all assigned responsibilities.
* Builds positive working relationships with community partners, vendors, performers, presenters, volunteers, guests, and internal departments.
* Delivers high-quality customer service to internal and external audiences and responds appropriately to participant evaluations and feedback.
* Works independently and as part of a team while maintaining efficiency, organization, and accountability.
* Communicates effectively through clear verbal and written communication.
* Demonstrates willingness to learn through formal training, informal coaching, and hands-on experience.

***Physical Requirements***

* Able to meet the physical demands required to successfully perform the essential functions of an event management role.
* Able to lift and/or move up to 50 pounds.
* Comfortable working outdoors in varying weather conditions.
* Subject to exposure to excessive noise, temperature extremes, humidity, wetness, and dust.
* Available to work varying shifts based on park and event hours, including opening and closing shifts, weekends, holidays, nights, and extended event hours.
* Able to stand and/or walk for more than four hours at a time.

***Computer Proficiency***

* Must be proficient with Microsoft Suite and be able to adapt well to various other computer programs.

***Organizational Relationships***

* Formally reports to Special Events Manager.