Special Events Coordinator

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Pledge for Success: 

We are dedicated to hiring outstanding individuals who share in our commitment and passion in serving our guests.  Ambition, dedication, attention to detail, and a warm smile are all winning characteristics that lead to the spirit of who we are.

Position Summary:

the Special Events Coordinator will support the planning and execution of ilani's premier festivals and signature events. This role plays a critical part in coordinating vendor and exhibitor operations, managing sponsor deliverables, overseeing competitions, and ensuring a seamless on-site experience for all participants.

Primary Duties and Responsibilities:

• Promotes superior guest service.

• Maintains, and perpetuates a positive organizational culture according to the principles of the Spirit of Tâlícn and the Core Values of ilani.

• Update and distribute sponsor and exhibitor brochures and registration materials for all festivals.

• Prepare and maintain alcohol, lifestyle, and food vendor registration forms, ensuring all documentation is accurate and complete.

• Track and fulfill all sponsor benefits and deliverables pre-, during, and post-event.

• Assist exhibitor/vendor sales efforts, performing targeted outreach to a robust database of 400+ potential participants.

• Maintain a master event grid, tracking schedules, exhibitors, sponsors, ticket allocations, meetings, and staffing for internal teams and vendors.

• Collect and organize booth information including specifications, fees, ticketing levels, staffing, product inventory, electrical needs, and equipment.

• Coordinate chef menu selections and product pairings with sponsor brands for activation purposes.

• Assist with the development management of food vending menus and pricing, including integration with Fastbar cashless payment system.

• Oversee on-site exhibitor and sponsor check-in, booth setup, ticket and credential distribution, and general assistance.

• Draft and distribute details load-in/load-out guidelines for all vendors and sponsors.

• Serve as lead for planning and execution of events and promotions.

• Assist in preparing sponsor deck presentations and post-event recap materials.

• Collaborate with the events team to develop and manage registration forms, logistics, and support documentation.

• Help lead Show Office operations, managing communication between staff, vendors, and partners during the event.

• Provide ongoing on-site support, including troubleshooting and resolving issues for vendors, exhibitors, and sponsors.

• Attend and support weekly planning meetings, contributing agendas, updates, and documentation.

• Maintains confidentiality of sensitive information.

• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma / GED; Recognized Equivalent of a High School Diploma (RED) or Foreign High School Diploma (FHD).

• Two (2) years of experience in event coordination, hospitality, marketing, or a directly related field.

• Must possess excellent interpersonal skills with an ability to foster a supportive and enabling team environment.

• Demonstrated success managing multiple tasks and deadlines under pressure.

• Experience with vendor/exhibitor relations, sales, and logistics.

• Highly organized with strong attention to detail and accurate documentation.

• Professional communication skills, both written and verbal.

• Demonstrated strong multi-tasking skills.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Must be willing to work weekends, evenings, and extended hours during festival events.

• Must be able to lift 40lbs and stand and walk for extended periods of time.

• Must be willing to work in a smoking environment.

• Must be willing to adhere to company health and safety measures.

Preferred Qualifications:

• Knowledge of Smartsheet and event management software (Agilysys Stay, CMP, Trilogy, Delphi (Salesforce))

• Experience in food, beverage, casino, or hospitality industries.

Shift Schedule Tends To Be 11:00 a.m. - 7:00 p.m.

Weekends & Holidays Required, If Scheduled

Work Shift:

Starting at:

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