Employment

EVENT SERVICES COORDINATOR

Under general direction from the Event Services Manager, sells and promotes the use of the Iowa State Fair grounds and facilities. Manages event logistics by creating contracts, coordinating event details, communicating with lessees, and preparing final billing for events held on the Iowa State Fairgrounds. At fair time, the Event Services Coordinator will assist the Entertainment Department with several of the fair events.

Responsibilities

40% Event Support/Client Communication

• Serve as the primary event planning contact for assigned clients and act as liaison between the client, ISF staff, and third parties.
• Meet clients prior to functions, make introductions and ensure that all client expectations are satisfied.
• Produce and distribute event orders, information sheets, layouts, and timelines to all ISF departments in a timely manner.
• Use event layout software to streamline layouts for multiple internal and external lessees and departments.
• Maintain frequent, direct communication with clients throughout the planning process so timelines are followed, and changes are effectively managed.
• Negotiate and resolve significant and complex issues with clientele.
• Communicate with lessee and service staff throughout the event to verify everyone’s needs are met.
• Prepare various reports on operations activities and budget, including financial details of expenses generated and attendance numbers of each event.
• Meet weekly with the Event Services Manager, Admissions Department, Maintenance Department, Iowa State Fair Police, and any other department contributing to Off-Season events.
• Closely maintain and track equipment numbers and requests to ensure we can fulfill all rental needs.

(20%) Documentation

• Create and modify contracts for each individual show/event.
• Prepare billing information for the Accounting Department so invoices can be sent.
• Utilize Accounting software to streamline event’s standings and billings.
• Provide post-event reports and analysis focusing on problems and providing insight on how to improve.
• Enter and maintain facility/grounds user contact information and detailed booking information.

(15%) Future Planning/Communication with Potential Customers

• Respond to inquiries from potential facility/grounds users regarding rental/event rates and space availability.
• Consult with other fair departments to prepare official bids and cost estimates to submit to potential lessees when requested.
• Schedule and conduct facility/grounds tours and prepare presentations for potential and existing lessees to determine event scope, needs, and budget while establishing venue rules and policies that apply.
• Professionally represent the Iowa State Fair to all potential facility/grounds users as needed.
• Establish and maintain effective working relationships with CVB, facility/grounds users, service providers, and facility staff to identify areas of new business.
• Coordinate efforts with the Marketing Department to develop effective outreach materials.

(05%) Flea Market

• Oversee the Iowa State Fair Flea Market and hire/manage the Flea Market Superintendent.
• Calculate payment to Flea Market Superintendent.
• Respond to general inquiries about the Iowa State Fair Flea Market.
• Order equipment/marketing materials for each Flea Market.
• Utilize Clover system to accurately balance Flea Market transactions and the Monthly Transaction Report.

(20%) Fair-Time Entertainment Services

• Train and supervise interns on Superintendent credentialing processes and event planning logistics.
• Manage print orders submitted by Superintendents.
• Distribute and track agreements for Superintendents and Contest Coordinators.
• Coordinate credential needs for all grounds entertainment and special events.
• Distribute all agreements to the Daytime Free Stage performers electronically.
• Oversee the Iowa State Fair Parade:
  • Attend several weeknight planning meetings.
  • Submit permit requests to the City of Des Moines and the Capital Complex.
  • Work with the lead committee members to create and revise the parade lineup.
  • Order necessary public works services, including barricades, portable toilets, flatbeds for staging purposes, water stations, and street sweepers.
• Oversee the Bill Riley Talent Show:
  • Supervise intern for communication and scheduling of State Fair qualifiers.
  • Update rules and materials for qualifying shows, send updated and current data to Marketing Department for website updates.
  • Organize and track submissions for qualifying shows and share data with the Marketing Department for website updates.
  • Schedule Talent Show judges and arrange judge’s payment.
  • Work with PBS for live show needs.

Qualifications

• Familiarity with principles and practices of event management.
• Familiarity of terminology used in entertainment and convention settings.
• Demonstrated ability to communicate well with the public, other departments, and agencies.
• Demonstrated ability to express ideas effectively, both orally and in writing, including strong grammar and punctuation skills.
• Demonstrated ability to make decisions in stressful situations.
• Proficiency with computer software such as Microsoft SharePoint, Teams, Word, Power Point, and Excel.
• Ability to work with a variety of different types of events and activities, and to schedule efficiently and effectively without conflicts.
• Ability to work under deadline pressures.
• Possess energetic, detail-oriented personality.
• Familiarity with contract negotiation.
• Ability to work a flexible schedule including early morning, days, evenings, overnight, weekends, some holidays (if needed) and extended workdays.
• Ability to travel if required.

If you are passionate about creating unforgettable experiences at one of the nation's premier state fairs, we invite you to apply today and be part of something truly special!

Job Type: Full-time

Benefits:

• Health insurance
• Dental insurance
• Life insurance
• Two retirement plans
• Long-term disability

Work Location: In person

Apply for Event Services Coordinator