Job Description

Special Events Coordinator

Join our team and experience endless career possibilities. 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 Tlcn 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

Job Tags

Similar Jobs