Event Services Manager, Arena Tennessee Athletics UTK

Leads establishes protocols and oversees the execution of events within the facility including major touring concerts family shows trade shows basketball volleyball UTK events and private events. Regularly the primary on-site decision-maker for events and serves as Manager on Duty the senior arena decision maker on site. Assures that each event is operated safely effectively and with expense efficiency. Client primary point of contact throughout. Disseminates event tasks to all departments staff and service providers to ensure an outstanding event experience for all clients guests and team members.

• From the time that an event is confirmed the ESM is the primary University representative contact for the promoters and touring staff that will utilize the arena. Also a primary point of contact for clients and tenants collaborating with clients on planning and organizing all aspects of each event; guides clients in preparation of events by establishing policies and procedures that fit each specific event. The ESM drives the event preparation process for the entire event each of which are unique and have varying degrees of complexity. Every other department looks to the ESM for direction on their duties for each event day.
• Keeps clients informed as to status of deadline schedules including but not limited to floor plan submissions which are unique for each event event set-up specifications safety requirements and other relevant details. These efforts are of the utmost importance towards ensuring that events occur on-schedule as designed and most importantly safely.
• On event days monitors the facility and staff reporting to the ESM maintaining close contact with clients and facility staff to ensure events are operated on-schedule as designed and safely -- takes immediate and corrective action as necessary often on the fly and in the ESMs sole discretion. Follows up on and addresses all client requests concerns and problems.
• Directs event staff operations and oversees all aspects of facility operations as they relate to the management of an assigned event. This includes determining the staffing levels required for each event for multiple contractors and in-house staff providers submitting those staffing orders weeks in advance of each event. This work continues while actively managing events on event day and proactively planning for other events. Outstanding time management skills required.
• Following each event reviews and approves payment to contractors and in-house staffing providers. Follows-up on concerns/issues from previous events and makes corrective decisions as necessary.
• Prepares cost estimates and delivers them directly to clients ensures invoices are obtained in a timely manner during and following events and monitors final billing for accuracy vs. estimates provided in advance of event.
• Provides clear concise and timely direction of requirements to operational departments and confirms facility set-up to ensure facility is safely and properly prepared prior to events. By nature this often occurs on event day and while clients are also in the facility requiring a complex mixture of problem solving and customer service always with a focus on safety.
• Plans and leads all necessary meetings and conferences in support of event operations. Creates overall event plans that contains all relevant information and requirements for each event by department. Details are key when planning for the massive events held at TB Arena. Ensuring that others follow those details is a major component of the role.
• Creates plans for building access control and building occupant experience. Present for extended hours including nights weekends and holidays in addition to normal business hours. Generally sets working schedule as necessary to ensure all responsibilities are covered.
• Serves as Manager on Duty (primary on-site arena decision maker) as required. The MOD ensures that guest concerns are properly addresses that clients receive outstanding support and that staff and the facility are always prepared.
• Creates post-event summary recapping event data and any issues addressed during eventsseeks input from all parties to update policies and procedures.
• Researches reviews and recommends equipment materials and supplies required to improve operations. Operates within an established annual budget.

Required Qualifications

• Education:Bachelors degree.
• Experience: 3 or more years related experience (can include Graduate Assistantship/Internship) in a multi-purpose live entertainment venue.
• Knowledge Skills Abilities:

  • Knowledgeable and proficient with Microsoft Office applications.

  • Strong communication skills both in person and remotely via electronic mediums.

  • Experienced event planner and manager able to coordinate complex schedules and create schedules for others.

  • Willing and able to work flexible and extended hours including nights weekends and holidays in addition to normal business hours often on short notice or as they deem necessary to ensure personal or team tasks are completed on schedule.

Preferred Qualifications

• Education: Bachelors Degree in Event/Facility Management Sports Management or Business.
• Experience: 5 or more years related experience in a live entertainment venue; directly responsible for directing events and leading large event teams.
• Knowledge Skills Abilities:

  • Experienced and skilled with CAD programs like AutoCAD or AutoCAD LT.

  • Experience strong leader of event staff student workers and comfortable taking a leading role among peers as necessary.

  • Highly skilled with understanding client needs and problem solving in a fast paced high stress environment.

Work Location

• Knoxville TN
• Onsite

Compensation and Benefits

• UT market range:13
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

Application Instructions

To express interest please submit an application with the noted below attachments.

• Resume
• Cover Letter
• List of 3 Professional References

About Tennessee Athletics

Tennessee Athletics Mission Vision & Core Values

Mission:To lead the way forward in all aspects of college sports

Vision:Deliver an unparalleled student-athlete experience fueled by the relentless pursuit of comprehensive excellence; be bold and innovative in our approach to recruiting and developing well-rounded graduates championship-driven competitors and world-changing leaders.

Core Values:Vols lead through
Academic Success
Inclusive Preeminence
Honesty and Integrity
Competitive Excellence
Holistic Health and Well-Being
The Power of Vol Nation