Director of Events | Mullins Center
Amherst, MA 
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Posted 1 month ago
Job Description
    LocationUS-MA-Amherst
    Director of Events | Mullins Center
    Job ID2019-5401
    GroupSpectra - Venue Management
    Location NameSpectra VM - Mullins Center (UMass-Amherst)
    CategoryEvents
    TypeRegular Full-Time
    Overview

    Utilizing independent judgment, the Director of Events is primarily responsible for overseeing and managing all aspects of post-booking stage service delivery methods from the advance planning stages through the end of the event; occasionally hire, train, schedule and supervise all event staff, as well as oversee building and parking security and interact with local public safety officials to ensure events run smoothly; coordinate communication between event staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction and experience. Directs, manages, supervises and coordinates the activities and operations of Event Services functions assuring the highest quality service program to assure rebooking of events. Provides highly responsible staff assistance to the General Manager.

    This position is based at our Mullins Center. The William D. Mullins Memorial Center, also known as the Mullins Center, is a 9,493-seat multi-purpose arena (10,500 for 360 concerts), located on the campus of the University of Massachusetts, in Amherst, Massachusetts. The Mullins Center is the home of UMass Minutemen men's basketball, women's basketball, and men's ice hockey. In addition, the venue hosts numerous concerts, family shows, theater shows, and commencements annually. Located adjacent to the Mullins Center is the Mullins Community Ice Rink, which is open for public skating and racquetball, while also serving as the home rink for the UMass women's ice hockey team. You can learn more about our venue here:

    Responsibilities
    • Oversee and direct event management activities for all facility events
    • Oversee all facility safety and security operations for all events
    • Direct and implement all event management
    • Plan, service and supervise events
    • Plan, direct and evaluate the work of subordinates
    • Provide leadership for event personnel
    • Direct, coordinate and oversee the activities of employees engaged in providing event coordination, telecommunications, technical support, AV services, food & beverage, event security, fire regulation compliance, box office, parking and overall client satisfaction during events
    • Recruit, interview, select, train, motivate and evaluate part time staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures
    • Exercise direct supervision over event staff
    • Prepare departmental annual budget; recommend capital improvements; control and monitor departmental expenditures; assist in preparation of estimated revenues for facility budget
    • Consult with promoters, convention representatives, and others concerning physical set-up needs and requirements for licensed areas; prepare work orders and cost-estimates accordingly
    • Inspect facilities to ensure they are being maintained properly for events
    • Develop crowd management and event staffing plans and supervise event staff during events
    • Ensure accuracy in computing of costs for estimates, post-event billing and settlement of services and equipment rental charges
    • Review and approve final billing to facility users prior to settlement or release of invoice
    • Work closely with the general public by monitoring services provided and addressing complaints in a timely manner
    • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
    • Conduct planning and operational meetings as required to ensure smooth coordination of event activities
    • Track, record and report labor allocations in all areas of functional responsibility for purposes of forecasting, benchmarking and budgeting
    • Manage and participate in the development and implementation of goals, objectives, policies, and priorities of all event related programs and activities
    • Prepare and present regular staff reports and other related correspondence
    • Work with other department directors and departments in a variety of tasks
    • Conduct a variety of industry operational studies; recommend modifications to service delivery methods and operational policies and procedures as appropriate
    • Interpret and apply all relevant federal, state and local regulations
    • If an Event Manager is on staff, routinely act as Event Manager and coordinate/assign events to Event Manager
    • Work in conjunction with Event Managers (if there are event managers as part of staff) to ensure building is ready for opening of doors.
    • Ensure that building is cleared of all customers before releasing staff.
    • Review and discuss event security rider with concert security staff and event coordinator. Provide security staff required.
    • Liaison for Police, Fire and Event Medical Personnel
    • Develop and periodically update Emergency Action Plan to ensure facility safety and security – train staff and work with local emergency management coordinator on policies and procedures
    • Oversee the set-up of events; coordinate facility arrangements with concessionaires
    • Develop management reports and manuals (ie Event handbook, Annual Facility Report, etc)
    • Develop and implement programs, policies and procedures for the facility
    • Work a flexible schedule, including long nights, early mornings, weekends and holidays as needed
    • Communicate clearly and concisely in the English language, both orally and in writing
    • Establish and maintain effective working relationships with staff, contractors and facility users
    • Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner, including pyrotechnics and traffic control
    • Advance and communicate all event information to appropriate departments and staff
    • Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
    • Oversee all production, set up, event staff, event-related contract services
    • Maintain communication with various arena departments and 3rd party contrators to ensure a flawless event
    • Advance events/shows
    • Assist in the preparation of building to meet the requirements of upcoming events/shows
    • Prepare and complete pre-show event financial estimates
    • Prepare and complete post-show event settlements
    • Advise licensees on services available from independent contractors for events
    • Recruit and train event, parking and security staff
    • Create work schedules for event, parking and security staff, delegate assignments and review performance and results
    • Function as a liaison between users of the facility and the facility staff
    • Coordinate communication between building staff and show staff during load in and load out
    • Establish and maintain effective working relationships with licensees, employees, municipal officials, service contractors and patrons/public
    • Investigate and resolve event-related complaints in a professional manner ensuring customer satisfaction
    • Order and maintain equipment (radios, headsets, etc.) for all event, parking and security staff
    • Ensure that the facility is cleaned prior to, during and after all events to maintain building appearance and increase customer satisfaction
    • Make hospitality arrangements as needed
    • Communicate with municipal officials, including police, fire and medical services, event staff and public to ensure security of patrons and events run smoothly
    • Review emergency planning procedures with all events staff for each event
    • Create and distribute detailed data sheets prior to every event and info sheets for event staff, and event evaluations post event
    • Assist and direct changeover crew with breakdown and setup of events
    • Coordinate with Finance/Payroll as needed to ensure event staff and other applicable parties are paid
    • Coordinate service needs with Food and Beverage department as needed
    • Responsible for the Events department role in the execution of event contracts and rental agreements
    • Communicates in a timely fashion any/all problems and proposed solutions to the GM
    • Receives and responds to complaints from tenants and the public or refers them to the GM
    • Prepares events reports noting attendance, times, significant problems, etc.
    • Ensure collection of all payable by due dates
    • Finalizes lessee requirements including table arrangements and number and nature of support personnel (ushers, security guards, caterers, etc)
    • Interacts with other facility staff in a courteous , cooperative, and professional manner
    • Serve as Manager on Duty as scheduled
    • Perform other duties and responsibilities as required

    Qualifications
    • Minimum of four (4) to five (5) years of increasingly responsible experience in event management in an arena, stadium, convention center or other multi-purpose public assembly facility
    • Supervisory experience required
    • Bachelor’s degree or better from an accredited college or university
    • Possession of, or ability to obtain a valid CPR certificate
    • Possession of, or ability to obtain a valid state driver’s license
    • Knowledge of customer service practices
    • Knowledge of crowd management and control techniques
    • Ability to prepare, track, control and analyze budgets
    • Excellent customer service, communication, and inter-personal skills
    • Familiarity with EEOC, FLSA, OSHA, ADA and other employment regulations
    • Knowledge of event and facility marketing strongly preferred including but not limited to Photoshop, press releases, media buying, website design, social media, etc.
    • Booking experience is preferred
    • Knowledge of Operational characteristics of events
    • Ability to identify the needs of users of the facility
    • Knowledge of principles of supervision and training
    • Demonstrated familiarity with facility use contracts
    • Knowledge of fire and public safety regulations
    • Knowledge of food service practices and regulations
    • Knowledge of A/V equipment and electronic systems in public assembly facilities
    • Experience with budget preparation and control
    • Knowledge of Public Relations
    • Familiarity with terminology used in entertainment/convention/public assembly settings
    • Knowledge of relevant federal, state and local regulations

    Spectra, an industry leader in sports, entertainment and venue management, is dedicated to recruiting and developing individuals with the skills, experience, desire, and values to contribute to the continued growth and success of our organization. Together, with our 250+ sports & entertainment venue partners, we transform events into experiences! These experiences create excitement, turn heads, and make memories. Come Join Us! You can learn more about Spectra at

    Spectra is an equal opportunity employer and our employment decisions are made without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, handicap, marital status, or any other status or condition protected by Federal and/or State laws, except where bona fide occupational qualifications apply.

     

    Job Summary
    Start Date
    As soon as possible
    Employment Term and Type
    Regular, Full Time
    Required Education
    Bachelor's Degree
    Required Experience
    4 to 5 years
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