Special Events Department Head

Redemption Church•San Jose, CA

About The Position

Responsible to plan, manage, and execute all aspects of all special events, special services, and annual conferences for San Jose and Greenville Campuses encompassing at a minimum of 9 -10 special services per campus; 4 major conferences between the campuses; and 14 -15 special events per campus for 150 -3000+ attendees Set and manage annual calendar of events for the organization, special services, and conferences for San Jose and Greenville Campuses; add to Outlook for all staff; manage updates and changes to annual calendar in Asana Create and manage systems, communications, and tasks in Asana and CCB for managing and executing all aspects of the special events and hospitality areas below Implement vision from Senior Pastors and Creative Team objectives, budget, and preferences per event and execute each event per coast Manage and oversee creative decoration for each event per coast and manage the creative staff lead to ensure all deadlines are met, orders are timely placed, received and organized on each coast; layouts per room are completed, volunteer and load -in and load -out schedules are created and communicated, and coordinate with facilities teams on each coast On -site management of load -in process of all areas per event to ensure creative vision for event is properly implemented Create schedule and timeline of all activities for staff and volunteers to follow during events from pre -event preparation, to load -in on day of event, and load -out of all dÃ©cor, supplies, and equipment post -event Communicate and coordinate marketing and social media plan, all print needs, digital assets, and content per event with the marketing director and social media director Organize and coordinate merch or product sales per event as needed for the department, conference, or guest speaker; work with Redemption Merch team to organize needed volunteers and set up, layout of merch sales area Plan and develop all banquet event orders and hospitality menus, communicate and coordinate with Hospitality Department Heads each coast to develop menu, budget, contract, and coordinate/implement all catering needs per event Set up and manage registration for all attendees as required per event; manage the registration process, respond to inquiries from attendees, prepare attendance check -in reports for check -in team. Recruit, manage and train check -in team volunteers for all areas – general check -in, Redemption Fellowship, VIP/Friends & Family, guest speakers Communicate with all vendors and suppliers before, during, and after event Develop and manage the overall budget per event; restructure budget as needed to incorporate changes throughout event Troubleshoot challenges or changes throughout the event process that arise to ensure event is properly executed Oversee and coordinate venue layout for hospitality and facilities departments that work during and clean up after events Manage all aspects of each event and act as onsite manager during load -in to ensure all events are delivered effectively and professionally. For West Coast events, be available for all calls, questions, texts, and email/asana communication before, during, and after event to be sure event is properly executed. Develop new/maintain current vendor relations Ensure that events comply with company policies regarding proper insurance and safety standards Develop and maintain structure and training for VIP -Experience Teams on both coasts to act as personal hosts, greeters, servers, Green Room hosts, parking attendants, transportation hosts, for all VIPs, speakers, guests per event; communicate and coordinate all needs per individual event to team to ensure appropriate execution and standards are met Manage Special Events volunteers for both campuses; onboard new volunteers; meet and communicate with team volunteers as needed per event; manage west coast team to ensure new volunteers are onboarded and receive communication and training Weekly meeting with San Jose special event volunteer captain to ensure proper communication and direction given per event Weekly meeting with Creative Director on all events for both coasts to ensure timely marketing plan is implemented; review content for marketing and promotion; manage deadlines, print needs, digital assets Weekly production meeting with Media Director & team to review current and upcoming events to maintain, plan, communicate, and execute all media support needed for event for both coasts from stage, special lighting, music selections, playlists, entertainment or guest requests and riders Weekly meeting with hospitality and experience department heads to review current and upcoming events to ensure all details are properly communicated and executed Biweekly meeting with VIP Experience Teams to review current and upcoming event needs are properly staffed and trained for each campus Travel to Greenville Campus as needed to manage events EVENT APPROVAL PROCESS COORDINATOR: Create and manage process for approving all event requests from all departments on San Jose and Greenville Campuses, which includes all department meetings, classes, and events for all departments; respond to staff inquiries; ensure all approved events are added to the Planning Center calendars for San Jose and Greenville Campuses and that there are no conflicts. Ensure all event requests have an approved PO before confirming the event is approved; communicate to all departments requested to support each event that the event is approved; follow up with event requestor to ensure all support forms are completed in teams and all departments are communicated with that have been requested to support the event OTHER: Reconcile all charges for Special Events Department Other duties and special projects as assigned

Requirements

Experience: Typically, 3 -5 years of experience in event planning or management, with at least 1 -2 years in a leadership role.
Event Planning: Strong knowledge of event planning processes, from concept to execution.
Project Management: Ability to manage multiple tasks and projects simultaneously, with strong organizational and time management skills.
Budget Management: Experience in creating and managing event budgets, including cost estimation, tracking expenses, and ensuring events stay within budget.
Vendor Management: Ability to source, negotiate, and manage relationships with vendors, including catering, entertainment, and venues.
Marketing and Promotion: Understanding of event marketing strategies, including social media, email campaigns, and partnerships.
Communication Skills: Excellent verbal and written communication skills to interact effectively with clients, team members, and vendors.
Leadership: Proven ability to lead and motivate a team, including delegating tasks and providing direction.
Problem -Solving: Strong problem -solving skills to handle unexpected issues that arise during events.
Attention to Detail: High attention to detail to ensure all aspects of an event are executed flawlessly.
Customer Service: Strong focus on customer service to ensure client satisfaction.
Creativity: Ability to come up with creative ideas and solutions to enhance the event experience.
Event Management Software: Familiarity with event management software and other relevant tools. Asana, Planning Center
Microsoft Office Suite: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Flexibility: Willingness to work irregular hours, including evenings, weekends, and holidays, as events often require. PST and EST time zone differences.
Physical Stamina: Ability to handle the physical demands of event setup, coordination, and teardown.
Team Player: Collaborative mindset with the ability to work well with others under pressure.

Responsibilities

Responsible to plan, manage, and execute all aspects of all special events, special services, and annual conferences for San Jose and Greenville Campuses encompassing at a minimum of 9 -10 special services per campus; 4 major conferences between the campuses; and 14 -15 special events per campus for 150 -3000+ attendees
Set and manage annual calendar of events for the organization, special services, and conferences for San Jose and Greenville Campuses; add to Outlook for all staff; manage updates and changes to annual calendar in Asana
Create and manage systems, communications, and tasks in Asana and CCB for managing and executing all aspects of the special events and hospitality areas below
Implement vision from Senior Pastors and Creative Team objectives, budget, and preferences per event and execute each event per coast
Manage and oversee creative decoration for each event per coast and manage the creative staff lead to ensure all deadlines are met, orders are timely placed, received and organized on each coast; layouts per room are completed, volunteer and load -in and load -out schedules are created and communicated, and coordinate with facilities teams on each coast
On -site management of load -in process of all areas per event to ensure creative vision for event is properly implemented
Create schedule and timeline of all activities for staff and volunteers to follow during events from pre -event preparation, to load -in on day of event, and load -out of all dÃ©cor, supplies, and equipment post -event
Communicate and coordinate marketing and social media plan, all print needs, digital assets, and content per event with the marketing director and social media director
Organize and coordinate merch or product sales per event as needed for the department, conference, or guest speaker; work with Redemption Merch team to organize needed volunteers and set up, layout of merch sales area
Plan and develop all banquet event orders and hospitality menus, communicate and coordinate with Hospitality Department Heads each coast to develop menu, budget, contract, and coordinate/implement all catering needs per event
Set up and manage registration for all attendees as required per event; manage the registration process, respond to inquiries from attendees, prepare attendance check -in reports for check -in team. Recruit, manage and train check -in team volunteers for all areas – general check -in, Redemption Fellowship, VIP/Friends & Family, guest speakers
Communicate with all vendors and suppliers before, during, and after event
Develop and manage the overall budget per event; restructure budget as needed to incorporate changes throughout event
Troubleshoot challenges or changes throughout the event process that arise to ensure event is properly executed
Oversee and coordinate venue layout for hospitality and facilities departments that work during and clean up after events
Manage all aspects of each event and act as onsite manager during load -in to ensure all events are delivered effectively and professionally. For West Coast events, be available for all calls, questions, texts, and email/asana communication before, during, and after event to be sure event is properly executed.
Develop new/maintain current vendor relations
Ensure that events comply with company policies regarding proper insurance and safety standards
Develop and maintain structure and training for VIP -Experience Teams on both coasts to act as personal hosts, greeters, servers, Green Room hosts, parking attendants, transportation hosts, for all VIPs, speakers, guests per event; communicate and coordinate all needs per individual event to team to ensure appropriate execution and standards are met
Manage Special Events volunteers for both campuses; onboard new volunteers; meet and communicate with team volunteers as needed per event; manage west coast team to ensure new volunteers are onboarded and receive communication and training
Weekly meeting with San Jose special event volunteer captain to ensure proper communication and direction given per event
Weekly meeting with Creative Director on all events for both coasts to ensure timely marketing plan is implemented; review content for marketing and promotion; manage deadlines, print needs, digital assets
Weekly production meeting with Media Director & team to review current and upcoming events to maintain, plan, communicate, and execute all media support needed for event for both coasts from stage, special lighting, music selections, playlists, entertainment or guest requests and riders
Weekly meeting with hospitality and experience department heads to review current and upcoming events to ensure all details are properly communicated and executed
Biweekly meeting with VIP Experience Teams to review current and upcoming event needs are properly staffed and trained for each campus
Travel to Greenville Campus as needed to manage events
Create and manage process for approving all event requests from all departments on San Jose and Greenville Campuses, which includes all department meetings, classes, and events for all departments; respond to staff inquiries; ensure all approved events are added to the Planning Center calendars for San Jose and Greenville Campuses and that there are no conflicts. Ensure all event requests have an approved PO before confirming the event is approved; communicate to all departments requested to support each event that the event is approved; follow up with event requestor to ensure all support forms are completed in teams and all departments are communicated with that have been requested to support the event
Reconcile all charges for Special Events Department
Other duties and special projects as assigned