Forefront is looking for an Experiential Events Coordinator who will enthusiastically undertake responsibilities surrounding support for event services projects and events. An effective Experiential Events Coordinator has great aptitude in organizing and detail coordination.

The Experiential Events Coordinator will assist in developing creative activations from concept to execution, sourcing and coordinating vendors, the build out of events and surrounding activations, and coordination of field-staff. The Coordinator has a background in events and marketing projects, understands concepts of project and event work flow, and is passionate about developing innovative and engaging solutions that improve all aspects of live event production.

The Event Services Coordinator performs the tasks and responsibilities assigned by VP of Event Services. This role requires attention to detail, flexibility, creativity, and the ability to meet deadlines while staying within budgets.

Specific Responsibilities

  • Supporting the Event Services team with all projects
  • Assist with developing the on-site experience and flow of each event
  • Support organizing ongoing project management efforts with detail coordination and input into project management system and folders, reports and ongoing communications
  • Assist with input and management of project timelines, budgets & details
  • Support the creation and delivery of custom assets and events to a high level of execution, functional and aesthetic quality
  • Sourcing of new vendors, solutions and organization of solutions and related costs
  • Maintain excellent file organization and follow established processes for asset creation & management, and output
  • Assist in the development of vendors, the design, layout and plan for each project
  • Assist with the development of ideas and recommendations for projects
  • Assist with developing ideas and recommendations for the “look and feel” of the activation and event
  • Assisting and performing site inspections and return with recommendations for all relevant aspects of production
  • Assist with scheduling and oversight of maintaining display properties
  • Assist with designing layouts
  • Assist Planning, managing, sourcing and executing any and all design, fabrication, activations, installations, and on-site production needs for each project and event including but not limited to: Design, development, management and installation of activations and display properties

Scheduling of:

  • Vendors
  • Rentals and tents
  • Power and lights
  • Staging and audio
  • Fencing and security
  • Waste management

Assist in management and adhering to the production budget set for each event:

  • Sourcing quotes
  • Identify cost-saving opportunities

General Responsibilities:

  • Assist in developing timelines, adherence to timelines, and management of deliverables assigned
  • Assist in sourcing and maintaining vendor list
  • Assist with maintaining smooth communication and workflow with team and vendors
  • Working with all internal teams regarding logistical needs for any event or activation as assigned
  • Assist with sourcing all needs through vendors and ensuring they are appropriately incorporated into the overall projects and events
  • Assist with tracking and documenting all relevant invoices to ensure timely payments and processing
  • Assisting in tracking budget costs throughout the course of project and communicating scope changes that impact the budget to project leads in a clear manner
  • Utilizing strong internal partnership skills while working cross-functionally with the relevant internal teams to ensure that project are implemented with internal stakeholders as required, and that client vision and satisfaction is met
  • Exhibiting exceptional written and verbal communication skills with attention to detail
  • Maintaining consistent, timely on-site presence for all events and activations produced by Company
  • Providing immediate response to requests for assistance to events in progress.

Assist with hiring and management of event staff, on-site teams and temporary resources:

  • Assist with identifying needs and development of onsite plan and schedule
  • Assist with scheduling of field staff as needed and assigned team
  • Supporting the field staff onboarding process
  • Tracking hours and payment
  • Coordination of team on site

Ideal Skills and Qualifications:

  • 1+ years of production experience in events & brand marketing projects
  • Experience in production, fabrication and live events
  • Ability to execute onsite for multi-day, multi-event experiences
  • Ability to engage and work with remote teams across multiple departments
  • Problem-solving and project-management skills
  • Excellent communication and interpersonal skills
  • Time-management skills and the ability to work under pressure
  • Problem-solving skills and diplomacy
  • Proactive, flexible and target-driven
  • Proficiency with Excel and Office 365 products is required
  • Build/fabrication experience a plus
  • Ability and willing to support load in and out during events
  • Ability to lift up to 50 lbs
  • Willingness to travel and work holidays, nights and weekends
  • Ability to travel

Personal Characteristics:

Forefront is looking for a team player with a ‘can do’ attitude, someone who says yes more than no. Multiple assignments in process at one time is the norm and fast turnover is often a requirement meaning that organization and a keen eye for detail are mandatory. A creative person at heart with the right level of practicality will succeed in this role. Forefront believes that “Best is Standard” and contributing positively to that existing culture is key.

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