Address
Form of work Title: Event Coordinator
Location: Middleton, WI
Duration: 12+ Months
Description:
Client is seeking an Event Coordinator to assist with our Day Out With Thomas children's events. This position is remotely based, joining a team with two other Event Planners to manage over 20+ events each touring year.
The Event Coordinator will be expected to travel to approximately 10-15 events each year, varying from 4 - 16 days at a time across the US and Canada.
The Event Coordinator is the main point of contact for the host railroads and museums for the Day Out With Thomas program, responsible for initiating site planning, marketing and activities planning for each event they manage.
The position will also be responsible for reviewing and providing input on all marketing, merchandise, site layout, entertainment and final operating plans that are submitted by event hosts and ensuring these are carried out on-site. The Event Coordinator is responsible for maximizing all marketing opportunities and creating and executing plans to upgrade the live event experience, consumer engagement and experiential retail execution. The Event Coordinator will review and submit recommendations to improve events year over year.
Key Responsibilities:
•Ticket Web management - Splash Page, Survey, Event Pages
•Coordinator travel schedule
•Lawn Games
•Train Experience
•Team lead to assist with any additional merchandise projects
•DOWT supply order for year
•Event badges/credentials
•Lanyards
•Stamps
•STH Stickers
•Temporary tattoos US and UK
•Partner management and event execution
•Update coordinator guidebook yearly
Overall:
•Main point of contact for partner railroads, schedule follow up meetings, calls, pull daily ticket sales
•Review Ticket Sales Patterns/Spikes
•Clearly communicates policy and process changes to railroad partners
•Tracks and obtains event documents/templates by due date from the railroad partners; Reviews and provides recommendations and branding opportunities for presented plans.
•Serves as liaison between internal partners and railroad partners to increase event experience and highlight other lines of business
•Review set up of an event once on site and assists as needed on final preparations
•Observe event and identify ways to improve events
•On site set up, assistance during event execution and event wrap
•Create an event reports following each event - due to the partner railroad no later than 60 days after event ends
•Discuss previous year's event report and focus on solutions for past areas of improvement
•Send invoices to partner for remittance
•Oversee Dallas Office inventory closet management
Marketing:
•Obtain daily sales documentation for ticket sales and upcoming weekend capacity
•Local awareness, Attributes
•Social Stories, Influencer outreach
•Paid Media Ad Campaign - finalizing and approving copy
•Event listings
•Communicates national marketing initiatives to railroads and drives reactive marketing programs, as needed
•Ensures timely delivery of marketing plan; reviews marketing plan and provides recommendations for additional efforts; Reviews all marketing and advertising for partner railroads
•Continually reviews online marketing efforts to ensure quality control
•Runs post-event reports including zip code analysis, promo code report and evaluates marketing results.
•Champions special marketing efforts such as IG or Facebook; Communicates process to team and railroads
Merchandise:
•Host preliminary merchandise call and assist RR with placing their order
•Pitch experiential retail activations and initiatives to partners and assist with on-site set-up, execution, and wrap
•Review and monitor top selling products
•Report merch numbers and trends
Education and Experience Requirements:
•3-5 years experience
•Must be able to travel approximately 70% of time and be comfortable traveling via airplane
•Must be able to lift approx. 30lbs
•Must be able to work on feet through the course of the day during events
•Experience in Live Events/Themed Attractions/Ticketed Touring Shows preferred
•Experience with experiential retail a plus
•Strong presentation skills, mathematics and communication skills - written and oral
•Must be self-motivated, proactive, driven and able to work in a fast-paced environment
•Must be a team player with strong interpersonal skills and the ability to build relationships with internal and external partners, lead and manage teams
•Must be highly organized, detail oriented and be able to work independently
•Must have a friendly, outgoing personality, able to interact with a variety of consumers/partners
•Must be able to multi-task
•Must be able to set priorities, problem solve and be resourceful under pressure
•Strong project management skills
•Proficient in Microsoft Word, Excel, Powerpoint and Outlook
•Must be professional at all times, dress appropriately, and positively represent Mattel when travelling, with partners, and in corporate office settings
•Proven presentations skills with executive presence and leadership; ability to drive appropriate influence and results with key stakeholders; exceptional communication skills (both written and verbal) is required.
•Must be vaccinated and meet all travel requirements for US/Canada
Location: Middleton, WI
Duration: 12+ Months
Description:
Client is seeking an Event Coordinator to assist with our Day Out With Thomas children's events. This position is remotely based, joining a team with two other Event Planners to manage over 20+ events each touring year.
The Event Coordinator will be expected to travel to approximately 10-15 events each year, varying from 4 - 16 days at a time across the US and Canada.
The Event Coordinator is the main point of contact for the host railroads and museums for the Day Out With Thomas program, responsible for initiating site planning, marketing and activities planning for each event they manage.
The position will also be responsible for reviewing and providing input on all marketing, merchandise, site layout, entertainment and final operating plans that are submitted by event hosts and ensuring these are carried out on-site. The Event Coordinator is responsible for maximizing all marketing opportunities and creating and executing plans to upgrade the live event experience, consumer engagement and experiential retail execution. The Event Coordinator will review and submit recommendations to improve events year over year.
Key Responsibilities:
•Ticket Web management - Splash Page, Survey, Event Pages
•Coordinator travel schedule
•Lawn Games
•Train Experience
•Team lead to assist with any additional merchandise projects
•DOWT supply order for year
•Event badges/credentials
•Lanyards
•Stamps
•STH Stickers
•Temporary tattoos US and UK
•Partner management and event execution
•Update coordinator guidebook yearly
Overall:
•Main point of contact for partner railroads, schedule follow up meetings, calls, pull daily ticket sales
•Review Ticket Sales Patterns/Spikes
•Clearly communicates policy and process changes to railroad partners
•Tracks and obtains event documents/templates by due date from the railroad partners; Reviews and provides recommendations and branding opportunities for presented plans.
•Serves as liaison between internal partners and railroad partners to increase event experience and highlight other lines of business
•Review set up of an event once on site and assists as needed on final preparations
•Observe event and identify ways to improve events
•On site set up, assistance during event execution and event wrap
•Create an event reports following each event - due to the partner railroad no later than 60 days after event ends
•Discuss previous year's event report and focus on solutions for past areas of improvement
•Send invoices to partner for remittance
•Oversee Dallas Office inventory closet management
Marketing:
•Obtain daily sales documentation for ticket sales and upcoming weekend capacity
•Local awareness, Attributes
•Social Stories, Influencer outreach
•Paid Media Ad Campaign - finalizing and approving copy
•Event listings
•Communicates national marketing initiatives to railroads and drives reactive marketing programs, as needed
•Ensures timely delivery of marketing plan; reviews marketing plan and provides recommendations for additional efforts; Reviews all marketing and advertising for partner railroads
•Continually reviews online marketing efforts to ensure quality control
•Runs post-event reports including zip code analysis, promo code report and evaluates marketing results.
•Champions special marketing efforts such as IG or Facebook; Communicates process to team and railroads
Merchandise:
•Host preliminary merchandise call and assist RR with placing their order
•Pitch experiential retail activations and initiatives to partners and assist with on-site set-up, execution, and wrap
•Review and monitor top selling products
•Report merch numbers and trends
Education and Experience Requirements:
•3-5 years experience
•Must be able to travel approximately 70% of time and be comfortable traveling via airplane
•Must be able to lift approx. 30lbs
•Must be able to work on feet through the course of the day during events
•Experience in Live Events/Themed Attractions/Ticketed Touring Shows preferred
•Experience with experiential retail a plus
•Strong presentation skills, mathematics and communication skills - written and oral
•Must be self-motivated, proactive, driven and able to work in a fast-paced environment
•Must be a team player with strong interpersonal skills and the ability to build relationships with internal and external partners, lead and manage teams
•Must be highly organized, detail oriented and be able to work independently
•Must have a friendly, outgoing personality, able to interact with a variety of consumers/partners
•Must be able to multi-task
•Must be able to set priorities, problem solve and be resourceful under pressure
•Strong project management skills
•Proficient in Microsoft Word, Excel, Powerpoint and Outlook
•Must be professional at all times, dress appropriately, and positively represent Mattel when travelling, with partners, and in corporate office settings
•Proven presentations skills with executive presence and leadership; ability to drive appropriate influence and results with key stakeholders; exceptional communication skills (both written and verbal) is required.
•Must be vaccinated and meet all travel requirements for US/Canada
