The Aurora Civic Center Authority (ACCA), an innovative organization located on the Fox River in the heart of historic Aurora, Illinois (one hour from downtown Chicago), is seeking an Event Coordinator. The organization operates three venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre and the 173-seat Copley Theatre. ACCA produces and presents over 300 performances each year, including star-studded touring productions and a self-produced Broadway Series of musicals, which has amassed over 41,000 series subscribers in eight seasons and is the second-largest musical theater subscription based in the United States. ACCA proudly celebrated the grand opening of its new Paramount School of the Arts on June 1, 2019 in the John C. Dunham Aurora Arts Center, right next door to Paramount Theatre in downtown Aurora.
Reporting: This position reports to the Special Events Director
Hire Date: Immediate
Have a complete working knowledge of the Paramount Theatre and North Island Center’s standard operating procedures and event protocol. Including: Concession Policies (Z-Tapes, Inventory), Money Handling (Cash Drop Policy) after initial training.
Attend weekly meetings with the Events Team: Rentals Manager and Special Events Director, to discuss current and future events.
Become the liaison for the event and the Paramount after event specifics are turned over from Rentals Manager.
Establish contact and acquire all event details from Renter.
Create an Event Sheet for each event containing all details for all rental events.
Communicate with Special Events Director and other personnel concerning the set-up and removal of all necessary tables, chairs, podiums, etc. for all rental events.
Coordinate event caterers, valet and vendors as necessary.
Plan room layouts and event programming.
Coordinate staffing needs and cleaning staff schedule, and report to house manager product ordering needs and marquee requests.
Oversee and manage staff pre and post event including Banquet Set-up Crew.
Manage all staff during events including bar, security, cleaning, house crew.
Submit projected additional liquor needs per event.
Evaluate and order all linens necessary for all rental events.
Wash all in-house linens used in rental events.
Purchase necessary concessions needs (i.e. bar fruit).
Request all necessary signage needed for rental events as needed to the Marketing department.
Ensure that the function runs smoothly and efficiently.
Post-event evaluation with appropriate staff, as well as post-event closeout documentation.
· Manage a point of sales system and provide reports as needed.
· Change marquee before or after events.
· Complete important but time consuming tasks with attention to detail.
· Assist with FOH duties at Paramount Theatre, Copley Theatre and RiverEdge Park.
Assist Rentals Manager and Special Event Director with keeping track of event inquiries, leads, and follow ups as needed.
· Assist Rentals Manager in creating budgets, contracts and close-outs for rental events.
· Handle Emergency Evacuation and First Aid for all event guests.
· Meet with potential clients during a site visit to facilitate renting our venues.
· Other duties as assigned.
Proficient in Microsoft Word, Excel, Google Docs & Illustrator.
Illinois Liquor Control Commission BASSET Certification (may be completed upon hiring).
State of Illinois Department of Public Health Food Service Management (may be completed upon hiring).
Crowd Control Management certification (may be completed upon hiring)
Ability to sustain physical activity when pushing carts, setting up lobby and remaining on feet for long periods of time. Must be able to lift up to 50lbs.
Be available throughout entire rental event.
Ability to work outdoors during RiverEdge Park season and possibly in inclement weather.
Willing to work long shifts and late nights.
Must be willing to work on evenings and weekends.
The ideal candidate will be:
· Motivated, self-starter who can take minimal directions and see an event from start to completion.
· Organized so that all details of events are coordinated and managed.
· Hands-on with set-up and tear-down of event and inventory movement when needed.
· Able to handle fast paced environment with many disruptions.
· Able to maintain a professional demeanor with clients and vendors.
· Responsive and considerate of all customers’ needs.
· Able to assess a situation and proactively manage problems.
Position is full-time. Hours include evenings and weekends.
ACCA is an Equal Opportunity Employer committed to creating a diverse and inclusive environment, and applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability status, marital or familial status, veteran status, or any other characteristic protected by law. ACCA encourages people of all backgrounds to apply, including people of color, women, LGBTQ individuals, people with disabilities, veterans, and others who are eager to help us achieve our vision of a diverse and inclusive community.
Please submit your cover letter, resume to email@example.com with subject line “Event Coordinator” or mail it to:
Paramount Theatre*ATTN: Jennifer Binversie-Hahn *8 East Galena Blvd., Suite 230*Aurora, IL 60506