Job Summary:
3CDC oversees the daily management and programming of Fountain Square, Washington Park, Ziegler Park, Memorial Hall, Court Street Plaza, Imagination Alley, & Elm St. Plaza, ensuring that each space continue to serve as destination locations - active places that attract people to the Fountain District and Over-the-Rhine.
Each of these spaces are managed to the highest standards in all aspects of physical maintenance, safety and customer service. In a typical year, 3CDC produces approximately 1,500 events and hosts/facilitates an average of 450 third-party events, attracting millions of people to the City’s core. Each space encompasses different features that meet the needs for many different types of events, including The Porch at Washington Park, Winterhaus at Fountain Square, Warming Tent at Elm St. Plaza, and the beautiful Memorial Hall.
The Event Sales Coordinator is a vital member of the Events team reporting to the Director of Sales. This full-time, salaried position is tasked with identifying and recruiting new, high-quality third-party events to each civic space. Once the event is secured, the Senior Event Sales Coordinator will work closely with the other members of the Event Team & Sales Team to ensure successful execution. The individual in this position must be self-motivated, with event and/or performing arts management experience. Knowledge of lead generation is a plus.
Tasks
- Track, respond and follow up with all event inquiries in established timeframe. Give site tours as requested by Clients. Common events include cocktail hours, company picnics, award ceremonies, weddings, conferences and performing arts events.
- Work to build out event paperwork (event approval forms, permits, staff instructions, layouts, etc.) and shepherd bookings through from inquiry through execution.
- Work with Director of Sales to develop and implement sales action plans to drive bookings and revenue.
- Take a proactive and collaborative approach to generating new business leads using a variety of methods including direct emails, phone calls, attending community functions, etc.
- Actively follow up with new business leads, inquiries and existing clients to generate bookings.
- Work with the marketing and design team to develop promotional materials used to sell the civic spaces. This also includes making sure all web presence is accurate.
- Meet monthly and annual sales goals.
- Participate in community/civic activities to keep current on ideas and trends in the industry.
- Maintain an accurate database of incoming inquiries, event information and schedules. Using Tripleseat, 3CDC’s event management software.
- Coordinate and process 3CDC rental contracts, secure payments for service fees. Work closely with accounts receivable to ensure payment is received in accordance with month and year end deadlines.\Oversee the post-event reporting process for events by soliciting feedback from clients, internal staff, and vendors to identify client satisfaction and areas for operations improvement.
- Proactively develop new client relationships and focus on retention of events and clients year over year. and strengthen existing partnerships.
- Process permits for civic space use on behalf of the City of Cincinnati and send appropriate approvals and communication to clients and City stakeholders.
- Regularly analyze and compare the prices and quality of our services to those of comparable locations to make sure we maximize revenue for third-party events.
- Execute operational and administrative functions to ensure event information is delivered to the appropriate parities efficiently.
- Research and recruit new, quality third party events to all 3CDC venues.
- Identify, develop and maintain working relationships with key downtown stakeholders and community organizations that can help in selling 3CDC venues.
- Provide on-site event assistance as needed included evenings, weekends and holidays. In the peak event months, schedule will be adjusted as necessary.
- Manage & update all lead & event sales reporting for each civic space to accurately track client lead times & YOY statistics.
- Work to implement new sales packages on a yearly basis to maintain competitive sales strategy for each civic space.
- Co-Manage Event Sales Assistant with Director of Sales to ensure quality & top-tier service is given to each client through contract & permit communications, payment, & onsite logistics.
- Oversee training of new Event Sales staff through entire sales process, including onsite execution when necessary.
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.
Qualifications:
- Minimum of 2 years of directly related experience in event management, performing arts management, marketing or sponsorship position with a public or private organization.
- Demonstrated interest or related experience in the areas of event sales, client management, hospitality, tourism and/or performing arts is preferred.
- Bachelor’s Degree (or equivalent) from an accredited college or university.
- Must have a valid state-issued driver’s license with a current address and acceptable driving record.
- Willing to work nights, weekends and holidays.
- Ability to work well under stress.
- Experience working with peers in collaborative fashion.
Skills or specialized knowledge:
- Demonstrated skills, knowledge and directly related experience in the planning and execution of high-quality events.
- Demonstrated ability to develop procedures and protocols for high quality events.
- Demonstrated experience in working with team members, colleagues and outside contractors to reach department goals.
- Able to work in a fast-paced environment while maintaining strong attention to detail.
- Advanced project management skills with the ability to manage multiple projects simultaneously under stringent timeframes and changing priorities/conditions.
- Highly organized and detail oriented, including the ability to create and manage processes for tracking event details, budgets and other paperwork.
- Ability and willingness to work varied hours as needed due to events, which includes nights, weekends, and holidays.
- Excellent customer service skills.
- Excellent oral and written communication skills.
- Personable, positive and enthusiastic attitude with capacity to deal effectively with people (both internal and external).
- Proficient in computer applications such as Microsoft Word, Excel, PowerPoint and Outlook as well as general office procedures and equipment.
- Must be able to maintain the highest degree of confidentiality.
- Sense of initiative with desire to become truly involved in the business and downtown communities.
