Event & Operations Manager

Unclassified - West Bend, WI

Full-time

West Bend, WI

About the position

Washington County Fair Park is seeking a dynamic and creative individual to fill the position of Events & Fair Manager. This role is essential for overseeing the planning and execution of various events, ensuring that they meet the high standards expected by clients and participants. The Events & Fair Manager will be responsible for developing and directing event teams, providing high-quality service, and serving as the main point of contact for all event-related communications. This position requires a highly organized and resourceful individual who excels at gathering information, managing teams, vendors, and events effectively. The Events & Fair Manager will conduct pre-event review meetings to confirm layouts and event requirements, working closely with clients to ensure their goals are met. Proactive communication with customers is crucial, as is the ability to manage and supervise the event team in collaboration with the Facilities Manager. The role involves interacting with vendors and suppliers to negotiate contracts and ensure compliance with Washington County Fair Park policies. The manager will also recognize opportunities to maximize revenue by offering enhancements that create outstanding events. In addition to managing event processes and tracking expenses, the Events & Fair Manager will develop resourcing plans, logistics scheduling, and process training for large company-sponsored events. Responsibilities include consulting with customers to determine event objectives, reviewing event bills for accuracy, coordinating services such as accommodations and transportation, and ensuring that event facilities meet customer requirements. The manager will maintain records of event aspects, monitor activities for compliance with regulations, and resolve any issues that arise during events. The role also involves hiring, training, and supervising volunteers and support staff, conducting post-event evaluations to identify areas for improvement, and meeting with sponsors and organizing committees to plan event scope and budgets. Staying informed about meeting management standards and trends through trade publications and seminars is also a key aspect of this position. The Events & Fair Manager will be responsible for organizing participant registration, developing event topics, choosing featured speakers, and implementing promotional efforts for events and sponsorships. Additionally, obtaining necessary permits from fire and health departments for displays and food service at events is part of the job.

Responsibilities

• Develop and direct event teams to provide high-quality service.
• Communicate expected performance and provide instruction for staff and volunteers in processes.
• Lead event communication and prepare on-site event resources, serving as the main point of contact.
• Conduct pre-event review meetings including confirmation of layouts and event requirements.
• Work alongside clients to ensure the goals of the event are executed properly.
• Proactively communicate with and seek feedback from all customers.
• Manage and supervise the event team, working in collaboration with the Facilities Manager for facility preparedness and staff scheduling.
• Interact with vendors and suppliers to negotiate contracts and ensure compliance with WCFP policies.
• Recognize opportunities to maximize revenue by offering enhancements to create outstanding events.
• Track event-related expenses, and manage event processes to ensure a positive experience.
• Develop resourcing plans, logistics scheduling and process training for large company-sponsored events.
• Gather and organize information to gauge performance against goals.
• Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.
• Review event bills for accuracy and approve payment.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Confer with staff at a chosen event site to coordinate details.
• Inspect event facilities to ensure that they conform to customer requirements.
• Maintain records of event aspects, including financial details.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Negotiate contracts with service providers and suppliers such as hotels, convention centers, and speakers.
• Evaluate and select providers of services according to customer requirements.
• Hire, train, and supervise volunteers and support staff required for events.
• Conduct post-event evaluations to determine how future events could be improved.
• Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
• Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.
• Organize registration of event participants.
• Develop event topics and choose featured speakers.
• Design and implement efforts to publicize events and promote sponsorships.
• Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.

Requirements

• Minimum of 3 years of experience in management, event planning, or hospitality.
• Excellent customer service skills.
• Excellent time management and organizational skills.
• Ability to delegate and prioritize tasks based on skill and competence.
• Excellent interpersonal and communication skills.
• Must be able to stand and walk for long periods of time.
• Must be able to work with a flexible schedule in order to accommodate events.
• Excellent problem-solving and decision-making skills with the ability to make impromptu decisions.
• Skilled in project management.
• Understanding of KPIs and marketing techniques for event management.
• Proficient in Microsoft Office and project management tools.
• Ability to lift up to 15 lbs.