Want to be our Event Coordinator?
BGTC is hiring!
The Event Coordinator for Black Girls Tennis Club will play a crucial role in the seamless execution of our events and activations. They will be responsible for researching, planning, and coordinating all aspects of events, from venue selection to post-event analysis. The ideal candidate will be highly organized, detail-oriented, and possess strong communication and leadership skills.
KEY RESPONSIBILITIES
Research Locations and Venues:
Conduct thorough research to identify suitable locations, venues and oftentimes tennis courts for events
Consider factors such as accessibility, capacity, amenities, and budget constraints.
Booking Locations and Venues:
Liaise with venue representatives to negotiate contracts and secure booking arrangements.
Research and Apply for Permits:
Identify any necessary permits or licenses required for events and ensure timely application and approval.
Recommend and secure live entertainment:
Source and contract professional DJs/live entertainment for events, ensuring alignment with BGTC's vision and preferences.
Research and Secure Vendors:
- Identify and vet vendors such as catering services, snack providers, wellness providers, and product vendors.
- Negotiate contracts and manage relationships with vendors to ensure quality service delivery.
6. Coordinate Local Printing of Assets and Setup:
- Arrange for the printing of event materials such as banners, signage, and programs.
- Oversee setup and arrangement of event spaces to ensure they meet desired standards.
7. Setup Events Onsite:
- Supervise onsite setup and logistics to ensure smooth execution of events.
8. Create Run-of-Show (ROS):
- Develop detailed run-of-show plans outlining the sequence of activities and timings for each event.
9. Delegate Tasks Pre-event, On-site, and Post-event:
- Assign responsibilities to team members and volunteers, providing clear instructions and deadlines.
10. Provide Event Recaps and Recommendations:
- Compile comprehensive event recaps, including successes, challenges, and areas for improvement.
- Offer recommendations for enhancing future events based on feedback and observations.
11. Secure Production and Video Teams:
- Collaborate with production and video teams to capture and document events effectively.
12. Track and Update Budget:
- Maintain accurate records of event expenses and revenue.
- Regularly update budget forecasts and monitor spending to ensure adherence to financial targets.
13. Hire Additional Event Staff if Applicable:
- Recruit and onboard additional event staff or volunteers as needed to support event operations.
14. Lead Teams On-site:
- Provide leadership and guidance to event teams during setup, execution, and breakdown phases.
If you are interested in joining our team, please send your cover letter and resume to jobs@blackgirlstennisclub.com