Event/Venue Operations: Event Operations/Management
Director of Special Events - US Lacrosse (Baltimore, MD)
US Lacrosse, the national governing body of lacrosse, announces an immediate opening for a DIRECTOR OF SPECIAL EVENTS.
If you’re looking for a dynamic atmosphere surrounded by supportive, fun and passionate co-workers, then US Lacrosse is the place to be. We’re the people behind the fastest growing sport in the nation. We offer great benefits, including 100% employer paid medical, dental, life and long-term disability, a retirement savings plan and a customized staff and leadership development program.
About US Lacrosse
US Lacrosse, a 501(c) (3) nonprofit association, is the national governing body of lacrosse. The organization has nearly 300,000 individual members within 62 regional chapters throughout the country and employs a national staff of 60 at its Baltimore headquarters. US Lacrosse provides a leadership role in virtually every aspect of the sport throughout the United States, and offers numerous programs and services to its national membership and more than one million lacrosse enthusiasts throughout the country.
General Description
The US Lacrosse Special Events department is responsible for the overall planning and implementation of 8 distinct national lacrosse events (six spring/summer field tournaments, one convention, one Hall of Fame induction celebration,) reaching over 15,000 participants and spectators each year. The Director of Special Events leads USL’s efforts to develop organizational strategy to direct the overall events platform, including evolving current events and developing new events. This position leads develops event marketing strategy, resource allocation, supervises three Event Managers and one Event Associate, facilitates national volunteer committees for each event and manages seasonal event staff to, place, direct, coordinate, promote and implement all aspects of each US Lacrosse event. Responsibilities include, site selection, contract negotiation, management of all event design, preparation, coordination, sponsorship fulfillment, and operational logistics for each event. Other duties include serving on numerous event committees, attending committee meetings and conference calls, coordination of all volunteer and staff assignments, event registration, processing, reporting and P & L management of individual events and the department. The Director of Special Events reports directly to the Managing Director of Sport Development
Knowledge/Skills Required:
Ability to develop overall budgets and set long-term, departmental and event strategy and planning; strengths in contract/facility negotiations and staff and volunteer management and supervision; skills in group facilitation and meeting management; good, consistent communicator both in writing and speaking; strong organizational skills and ability to multi-task and delegate responsibility; lacrosse knowledge a plus.
Specific responsibilities include:
• Provide strategic guidance and perspective to insure mission critical impact of all USL events.
• Develop and manage strategy for overall events platform; evolve current events and develop new events.
• Proactively evaluate and evolve Event Staff structure to insure impact and efficiency.
• Recruit, direct, train and develop full-time and seasonal staff; includes development of hiring plans, job descriptions and payment schedules.
• Responsible for conducting annual performance reviews.
• Responsible for individual event plan development and execution, including budget development, timeline details and all event logistics.
• Responsible for establishing and updating adequate RFP’s for each event which are used as the benchmark for soliciting host bids for each event.
• Responsible for managing site selection process for all events. Director of Special Events must regularly attend networking events with Sports Commissions and Convention and Visitor’s Bureaus throughout the country in order to maintain a high-degree of awareness of US Lacrosse events..
• Coordinate with the marketing department to developing a marketing plan for each event.
• Oversight of coordination of all event details, including development of invitations, solicitation of vendors, program development, housing coordination, event layout, menu planning, decoration, event set up, physical arrangements, purchasing, pre-registration, check-in and event tracking.
• Responsible for the management, coordination and monitoring of all aspects of special event execution within designated facilities including, but not limited to, operations, staffing and customer service activities.
• Responsible for ensuring that facilities are appropriate for each event and are properly prepared including overall event layout, physical placement of signage and field equipment;
• Oversight of coordination of work schedule for event volunteers and staff; ensure adequate staffing for events and equipment deliveries by sub-contracting additional labor as required; manage, motivate and develop staff to ensure smooth operations of events and promote teamwork.
• Responsible for overseeing event information management; evolution of online processes for all event registrations and payment processing, creating and formatting documents, financial submissions, coordinating special events mailings, etc.
• Work with Event Managers and the event committees to solicit adequate feedback to evaluate and improve events from year to year.
• Develop annual proposals to improve operations and designs for all events. Responsible for management and establishment of annual event evaluation process and matrices.
• Responsible for working with the US Lacrosse Insurance and Risk Management committee to insure all USL events adhere to I/RM standards. Includes management of sub-contractor specifications such as liability insurance requirements and event insurance needs.
• Collaborate with other US Lacrosse departments including communications, marketing, sponsorship, financial development, membership, technology, men’s and women’s divisions, sport development, and retail operations for all event-specific needs and opportunities.
• Manage inventory of special events equipment; conduct periodic and annual inventory of equipment; oversee replacement of equipment as required.
• Manage all documentation and standardization of event timelines, manuals, and processes.
• Perform other related physical and administrative duties incidental to the work described herein.
• Responsible for setting the tone and standards of operation for each event. Along with working to get cooperative buy in from all involved stake holders at each event.
Position Qualifications/Knowledge Requirements:
Candidate must have at least five years of full-time work experience in the sports event management industry; must have experience managing a team of personnel; have an interest or experience in sports promotion, and possess effective time-management and prioritization skills.
Other:
• Bachelors degree
• Advanced knowledge of Microsoft Word, Outlook, Excel, Power Point and Adobe Acrobat
• Experience working with databases
• Ability to work under deadline and multi-task
• Effective time management and prioritization
• Strong written and verbal communication skills
• Able to work independently but also collaboratively with others
• Ability to work effectively and manage employees and volunteers
• Must exhibit a strong ability to initiate and to be proactive
• Must be available for weekend work or travel, as needed
