Forefront Networks is a full-service experiential and entertainment agency specializing in corporate partnerships, brand activation, production, corporate events, entertainment booking, event management, and more. Forefront is seeking a highly motivated and experienced Event Contractor to support the planning and execution of the Austin Trail of Lights' (TOL) Hospitality program.

Responsibilities include:

Project Planning & Management – Scope, Schedule and Budget

• Project, plan, manage and “own” all aspects of a select number of Trail of Lights (TOL) Hospitality Parties
• Serve as the main point of contact (outside the sales director) for hospitality clients, acting as a trusted advisor to ensure events/activations meet objectives.
• Coordinate all party elements including booking the caterer, entertainment, and bar. NOTE: TOL has a menu of food, drink and entertainment offerings executed by our preferred vendors who understand the nuances to producing at the park. It is rare for us to have outside vendors participating in the event.
• Provide timely communication and responses to party hosts as needed.
• Ensure all party guests and vendors have the necessary credentials to enter the park.
• Update invitation templates on CANVA and send them to the party hosts.
• Ensure the flawless execution of the event onsite including loading vendors in and out and troubleshooting during the event.
• Keep track of all expenses and work with the Hospitality Manager to reconcile party budgets.
• Reconcile bar tabs with the bar team at the end of each night.
• Ensure the party tent and décor is set up each night.
• Ensure the party tent is clean and clear at the end of each night.
• Create layouts in All Seated and provide the site crew instructions for flipping the rooms each night.
• Ensure each party tent is stocked with enough cookies, cocoa and supplies each night.
• Encourage party hosts to upgrade their parties by adding on entertainment or gifting elements.

Support other corporate hospitality or premium programs as needed. Programs include:

• One to two full park buy out events: TOL offers large companies and groups an opportunity to buy out and personalize the Trail of Lights footprint to host up to 5k guests.
• Platinum Program: this is a premium ticketed program that allows guests early access, valet parking, concierge customer service on-site, golf cart shuttle access to the Trailhead and access to a private Premium Platinum Lounge with comfortable seating, exclusive bar, a drink ticket, a ride ticket, and expedited entry to the Ferris wheel and carousel ride.
• ZIP Program: this is a premium ticketed program that allows guests early entry and access to the ZIP lounge featuring seating, heated washrooms, a bar and complimentary cookies and cocoa.
• STARS Program: this program ensures that people in our community, who may not otherwise have the opportunity, are given a magical holiday experience trailered exclusively for them. The Trail welcomes local non-profit groups to the Trail for three private nights. Guests have access to our private party tents and complimentary cookies and cocoa.

Budget Management

• Manage project budgets, track expenses, and ensure margins are being met for each party
• Collaborate with finance and accounting teams to ensure accurate financial reporting of parties

Qualifications

• 3+ years of live event experience
• Experience in live large-scale and intimate VIP events
• Stellar presentation, problem-solving and project-management skills
• Excellent communication and interpersonal skills
• Experience with budget management and tracking
• Time-management skills and the ability to work under pressure.
• Problem-solving skills and diplomacy
• Proactive, flexible, and target-driven
• Excellent guest relations and hospitality skills
• Ability and willingness to support load in and out during events
• Proficiency in Canva
• Proficiency in Excel and PowerPoint, and proficient with Google docs
• Proficiency in All Seated, Social Tables or another similar program
• Willingness to work on holidays, nights, and weekends
• Ability to lift to 50 lbs

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