Event Coordinator, West Region | Cheer & Dance Competitions
Overview
As the Event Coordinator for Varsity Spirit's West Region, you will own the full lifecycle of cheer and dance competitions, managing budgets up to $1M+ and overseeing 20-40 event staff per event. You will report to the Operational Excellence Supervisor and collaborate with cross-functional teams, including Finance, retail, sponsorship, and Customer Experience, to deliver safe, profitable events for over 1 million athletes annually. This role stands out for its hybrid schedule (Mon-Thu in office, Fri remote) and the opportunity to travel to iconic venues across the West, making real-time decisions as the highest-ranking Varsity representative onsite.
What You'll Do9
- 1Establish event budgets during planning season, aligning with divisional goals and historical margins, then manage within approved budgets and reforecast seasonally.
- 2Negotiate vendor pricing and control departmental spending to convert actuals against budget, ensuring margin expectations for each event.
- 3Develop reliable financial forecasts and partner with Finance Manager to produce accurate, timely financial reports; create purchase orders and submit coded invoices within budget.
- 4Advance and coordinate a predetermined number of competitions, completing all planning checklist tasks and coordinating with venues on diagrams, logistics, and production support.
- 5Oversee and manage event contract labor, including security, EMTs, stagehands, and riggers, and coordinate with third-party providers for staging, sound, and lighting.
- 6Ensure Certificates of Insurance (COIs) are secured for each event and submit packing lists, venue checklists, and safety documentation to logistics teams.
- 7Serve as onsite Event Director for assigned events, overseeing 20-40 staff and coordinating with venue leadership, including concessionaire and security leads.
- 8Proactively plan for and mitigate scenarios impacting event integrity, safety, or execution, and make real-time financial decisions that prioritize safety while maintaining fiscal responsibility.
- 9Execute event closeout responsibilities, including final financials, closeout reports, inventory counts, and escalation of outstanding issues, plus conduct post-event reviews for process improvements.
Requirements9
- 1Bachelor’s degree in business or related field, or equivalent work experience.
- 2At least 3 years experience in events, preferably in cheer, dance, or sports competitions.
- 3Strong proficiency in Microsoft Excel and other Microsoft Office applications.
- 4Working knowledge of Salesforce, UKG, and Workday, including data input and report generation.
- 5Knowledge of Social Tables (event diagramming software) is a plus.
- 6Proven leadership skills to lead teams, set direction, and drive results in high-pressure event environments.
- 7Excellent verbal and written communication skills for coordinating with venues, vendors, coaches, and internal teams.
- 8Ability to multitask and work efficiently under tight deadlines, with strong attention to detail and time management.
- 9Willingness to travel 2-3 weekends per month during event season, with overnight stays required.
Salary Insight
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