Job Description

Job Title: Event Coordinator

Location: Norman, OK

Reports To: Director of Norman Sports Commission

Job Overview:

The Norman Sports Commission is seeking an experienced, highly organized, and proactive Event Coordinator to lead the planning, execution, and management of large-scale, high-visibility community sporting events in Norman, OK. This role requires a detail-oriented individual who can manage a variety of tasks while coordinating with diverse groups of stakeholders.

The ideal candidate is a strong communicator, takes initiative, anticipates challenges, excels in a fast-paced environment, and has experience recruiting, training, and managing event volunteers. The Event Coordinator should be comfortable supervising large volunteer teams, coordinating multiple vendors, and ensuring smooth on-the-ground execution for events that may draw thousands of attendees.

Key Responsibilities:

Event Planning & Coordination:

• Oversee the planning and execution of large-scale sports events, ensuring each runs smoothly from inception to completion.
• Develop and manage event timelines, ensuring deadlines are met and all event details are properly executed.
• Coordinate all logistics related to vendors, staffing, venue setup, equipment, permits, and transportation.

Norman Sports Hall of Fame & Event Calendar:

• Oversee the planning and execution of the annual Norman Sports Hall of Fame banquet, ensuring all logistics and communications are handled seamlessly.
• Develop and maintain a comprehensive Norman Sports calendar of events to be displayed on the website and used for internal planning.

Volunteer Recruitment & Training:

• Develop and implement strategies for recruiting event volunteers, including leveraging community networks, online platforms, and partnerships with local organizations.
• Organize and manage volunteer registration and communication systems.
• Train volunteers on event procedures, roles, and responsibilities, ensuring they are well-prepared and motivated.
• Maintain an ongoing relationship with volunteers before, during, and after events to ensure engagement and retention.
• Provide clear, concise, and consistent communication to all volunteers via multiple formats, including verbal briefings, emails, phone calls, and visual aids (such as maps or instructional videos) outlining their expectations and responsibilities.
• Oversee volunteer assignments and ensure volunteers are well-distributed across various event stations and responsibilities.
• Supervise day-of volunteer coordination at events with potentially hundreds of volunteers, providing real-time direction and support.

Tournament Organizer Liaison:

• Serve as the primary liaison for tournament organizers hosting turnkey events in Norman.
• Coordinate with local facilities and partners to ensure a seamless experience for organizers, athletes, and attendees.
• Provide logistical support and local expertise to assist with setup, communication, and execution of events.

Stakeholder Management:

• Collaborate effectively with a variety of internal and external stakeholders, including event sponsors, vendors, community partners, athletes, volunteers, and participants.
• Manage relationships with key partners to ensure their needs are met while maintaining positive working relationships.
• Act as the primary point of contact for event vendors, contractors, and volunteers.
• Lead communication and coordination with food, beverage, and equipment vendors, ensuring clear timelines and expectations are met.

Team Leadership & Support:

• Supervise and direct event volunteers, staff, and other event coordinators as needed, ensuring tasks are completed accurately and efficiently.
• Lead team meetings and ensure everyone is informed of their roles and responsibilities prior to and during events.
• Delegate responsibilities strategically across staff and volunteer teams to support large-scale event operations.

Problem-Solving & Adaptability:

• Anticipate potential challenges during events and proactively implement solutions to address them.
• Adapt to changing circumstances quickly, ensuring events proceed without major disruptions.
• Troubleshoot issues as they arise, ensuring minimal impact on the participant experience.

Safety & Compliance:

• Ensure health and safety protocols are followed during events, keeping volunteers and participants well-informed of necessary guidelines.
• Oversee the completion of any necessary permits and ensure compliance with all local regulations and legal requirements.

Budget & Resource Management:

• Assist in budget development for events and track expenditures to stay within budgetary guidelines.
• Ensure the appropriate allocation of resources and manage event materials and supplies efficiently.

Post-Event Analysis & Reporting:

• Conduct post-event evaluations and debriefings to assess success and identify areas for improvement.
• Compile event reports, including feedback from participants and stakeholders, and assist in preparing post-event communications.
• Collect feedback from volunteers to improve future events and ensure positive volunteer experiences.

Event Promotion & Marketing Support:

• Collaborate with the marketing team to support event promotion through various channels, including social media, local outreach, and community networks.
• Ensure that all event materials, signage, and communications align with the branding and messaging of the Norman Sports Commission.

Crisis Management & Contingency Planning:

• Develop and implement contingency plans for unexpected events, such as weather disruptions or medical emergencies.
• Manage any unforeseen issues during events and provide quick solutions to ensure minimal disruption.

Other Duties

• Attend relevant meetings and conferences to stay up to date with industry trends and best practices.
• Handle special projects and other event-related tasks as assigned by the Director.

Qualifications

Experience:

• Minimum of 3 years of high-level event coordination experience, with a proven track record of successful event management in a sports or similar environment.
• Demonstrated experience managing large events with complex logistics, large teams, and multiple stakeholders.
• Proven experience recruiting, training, and managing volunteers for large-scale events.

Skills:

• Highly organized with a keen attention to detail and ability to manage multiple projects simultaneously.
• Strong interpersonal and communication skills, with the ability to manage a diverse range of personalities and stakeholders.
• Ability to anticipate and resolve problems, adjusting quickly to new situations and challenges.
• High level of initiative and self-motivation with the ability to work independently and as part of a team.

Attributes:

• Proactive, resourceful, and able to stay calm under pressure.
• Strong time management skills with the ability to meet tight deadlines.
• Flexible, adaptable, and able to manage unexpected changes or challenges during events.
• Strong leadership qualities and ability to motivate and guide others.
• Positive attitude and a team player mindset.

Education:

• Bachelor’s degree in Event Management, Sports Administration, or a related field (preferred).

Salary:

$55,000-$65,000 based on qulaifications

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