Event Coordinator - Private & Experiential Events

Core Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly
• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff
• Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences
• Bridge communication between the events, marketing, F&B, and operations teams
• Uphold company policies and ensure consistency and safety across all event operations Event Planning & Execution
• Vetting & regulating the Dreamland Events email for both artist & private party inquiries
• Build and manage private and community event timelines, run-of-show documents, and production schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customization needs
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise (e.g., vendor delays, guest disputes, parking or logistics issues)
• Escalate significant on-site issues (safety, security, legal) to the Director of Events & Live Experiences
• Support post-event reporting, including recaps, budget reconciliation, and feedback gathering Client Relations Support
• Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists for all private and community events in coordination with the Directors
• Serve as a point of contact for clients and vendors
• Maintain accurate records of artist, vendor, and client information and communications
• Support the Directors in maintaining relationships with clients, sponsors, and the local community

Skills & Qualifications

• 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role
• Highly organized with strong attention to detail and the ability to manage multiple events and timelines at once

Strong vendor management, problem-solving, and decision-making skills under pressure:

• Confident leading and directing event-day staff and vendors
• Strong written and verbal communication and follow-through skills
• Proficient in Google Sheets, Docs, Slides, and Gmail

Additional information

Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred

Availability to work nights, weekends, and holidays based on the events calendar

Physical Requirements & Working Conditions

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for long durations of time.
• Ability to move and lift equipment and supplies of up to 50 pounds.
• Vision abilities include close, distance, color peripheral, and depth perception.
• The noise level in the work environment is moderate.
• This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.