Job Title: National Event Coordinator
Reports to: Director of Operations and Championships
Job Location: Hybrid work (Office Located at 378 Mason Road, La Vergne, TN 37086)
Position Summary
Dance Team Union ("DTU") is the fastest growing dance team training and competition company in the United States, with customers in over 35 states participating in more than 50 in-person events throughout the year. Our sole passion and focus is dance.
The principal duties of the National Event Coordinator are to plan and organize DTU's national competitions in conjunction with the Event, Sales, and Marketing Teams under the supervision of the Director of Operations and Championships. The National Event Coordinator will also assist our Events team with running regional and state events in the fall, winter, and spring months, as well as assisting with camps as needed during summer months.
Job Requirements
- Be available to travel to events with the rest of the DTU events team throughout the year to set up, run, breakdown, and other tasks needed to ensure events run smoothly
- Be available to travel to DTU's headquarters in Antioch, TN for the few weeks prior to each national competition and on an as-needed basis during the planning period before the start of each season
- Be available for daily meetings via video call as needed Monday through Friday during business hours of 9 a.m. to 5 p.m. central time, year round
- Communicate accurately and politely with customers, staff, vendors, and company ownership
- Present a polished and professional image to customers, including in person at events
- Handle heavy email flow and significant seasonal time demands in a professional and organized manner
Job Duties
- Assist with other event planning tasks not related to DTU national competitions in conjunction with the Events Team for Camps, Regionals, and Sponsored Events
- Coordinate with the Sales Team to:
- Clearly and effectively communicate with customers for all event details including registration, on-site experience, and close out tasks
- Coordinate with the Marketing Department to:
- Plan apparel stores and pre/post event processes, signage, social media, photography, videography, and other relevant projects and deliverables for national competitions
- Design webpages relevant to national competitions
- Coordinate with the Registration Department to:
- Prepare all information needed to release client registration for national competitions, including park tickets, meal tickets, apparel pre-orders, and any other items sold during the registration process
- Plan communication and delivery of client park tickets, meal tickets, apparel pre-orders, and any other deliverable ordered during the registration process
- Plan and order any deliverables during the on-site Event Check In process including coach gifts, dancer gifts, and event credentials for all attendees
- Coordinate with fellow Event Coordinators to:
- Manage vendor deliveries to DTU headquarters and to national competition venues
- Design workflow and aesthetic for each workstation at national competitions
- Order and pack all equipment for national competitions
- Hire event staff, judges, and event services for national competitions
- Train event staff for national competitions
- Plan and communicate travel, lodging, and staff assignments to event staff for national competitions
- Create and manage competition schedules
- Schedule and coordinate with event venues and on-site needs
Competencies
- Project Management - Develops project plans; Coordinates projects; Communicates changes and progress effectively, Complete projects on time and budget; Manages project team activities; Balances team and individual responsibilities.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans; Designs work flows and procedures.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Meets challenges with resourcefulness; Develops innovative approaches and ideas; Works well in group problem solving situations; Uses reason even when dealing with emotional topics
- Adaptability - Adapts to changes in the work environment; Reacts well under pressure; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Prepares and supports those affected by change; Monitors transition and evaluates results.
- Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed; Commits to long hours of work when necessary to reach goals; Takes responsibility for own actions.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is frequently required to talk and hear in environments that maybe be loud and/or noisy. Occasionally the employee is required to lift, carry, balance, handle, push, pull, reach with hands and arms, stoop, kneel, crouch, exert little physical effort, or complete repetitive motions. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee will be required, on occasion, to stand around 8 hours a day, work in various weather conditions, and endure long or irregular work hours during and leading up to actual events.
Our ideal candidate will:
- Have a background in events and the dance team industry
- Have extensive knowledge and experience using Google Sheets, Forms, Docs, etc.
- Be comfortable and efficient using technology and learn to navigate new software quickly
- Work independently and self-manage
- Be an excellent problem solver
- Be comfortable working in a small business, team-oriented environment and be flexible to the company's needs
- Uphold DTU's mission to create a safe and inspiring space for participants and coaches through all job duties