Event Coordinator - Southwest Region

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com.

WORK TYPE:  Full time, Exempt

LOCATION DETAILS: Dickinson, TX or Farmers Branch, TX.

WORK HOURS:  Hybrid Work Schedule (Monday-Thursday 8-5 In Office. Friday 8-5 Work from Home + travel). Remote work arrangements may be considered based on business needs and candidate qualifications.

TRAVEL REQUIREMENT: Event travel and attendance at staff meetings & training is required. Event travel will include overnight stays for events. Anticipate being available 2-3 weekends per month during event season (October-May). 

HOW YOU WILL MAKE AN IMPACT 

The Event Coordinator reports to the Operational Excellence Supervisor, Events Ops. Event travel and attendance at staff meetings & trainings is required.

The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

An Event Coordinator will represent Varsity Brands by demonstration of company core values in driving the highest ethical standards of conduct in all business activities.

WHAT YOU WILL DO 

Manage Cost of Sales (COS) for corresponding events

• Establish the budget per event based on divisional and historical event margins during the planning season; work within said budget, re-forecasting as appropriate throughout the season.
• Actively study and negotiate pricing with vendors that will become actuals against budget.
• Determine and direct departmental spending that impacts event budgets.
• Create reliable forecasts and collaborate with the Finance Manager to produce accurate financial reports.
• Ensure purchase orders are created/event invoices are submitted promptly with proper coding and remain within budget.
• Responsible for ensuring margin expectations are met for each event managed.
• Post hoc assessments, recommendations for improvements.

Office Responsibilities

• Advance and coordinate 10-12 competitions including all planning checklist tasks
• Collaborate with the logistics coordinator and Production Coordinator to ensure best practices are followed.
• Coordinate with venues to create event diagrams & organize event details including production support, staging, seating, utilities, etc.
• Assists in securing or confirming event personnel – staff, security, first aid, EMTs, stagehands, riggers, etc.
• Coordinate with 3rd party equipment and service providers including staging, sound, lighting, video, staffing, and security.
• Coordinate with company retail, sponsorship, streaming video, and other partners
• Ensure a Certificate of Insurance (COI) is in place for each event.
• Create and/or oversee general schedules, performance orders, and confirmation packets.
• Submit or direct office staff to submit packing lists to logistics staff, including event gear, supplies, and awards.
• Submit venue checklist/safety and health procedures/policies forms.
• Communicate with other event coordinators to share best practices.
• Work closely with the Customer Experience Team
• Close