Event Planner Job at Duluth Entertainment Convention Center Inc. in Mission

Event Planners are vital in continued operations at the DECC. The Event Planner is the principal contact point for clients and is responsible for representing the DECC positively, driving revenue, negotiating the terms of contracts with clients, and ensuring each client is provided with seamless service.

Requirement and Competencies

• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ensure a high level of customer service.
• Ability to work independently and in a team setting.
• Must pay attention to details.
• Proficient in Microsoft Office.
• Ability to adapt to changes, delays, or unexpected events.
• Ability to resolve problems and manage difficult situations as needed.

Preferred Qualifications

• Bachelor’s degree in Event Management or related field.
• Thorough understanding of legal regulations and permit requirements for events.
• Knowledge of Momentus booking and management software.
• Knowledge of Delphi Diagramming software.
• Knowledge of Microsoft Office and Adobe Creative software.
• 2+ years of event planning experience and 1+ year of sales and/or catering experience.

Essential Functions

• Meet with meeting planners, brides, and promoters to identify the clients’ needs, develop, and present proposals, negotiate terms and prices using professional judgment, and oversee events to ensure they comply with the negotiated terms.
• Schedule DECC events and place holds on the calendar for trade shows, conventions, meetings, corporate events, weddings, catered functions, and ticketed events.
• As required, be present during planned events to interact with the client and gather information for post-event evaluation; develop written action plans that address quality assurance issues and present the plans to management.
• Plan and oversee facilities, catering, A/V requirements, signage, displays, menus and special needs requirements, printing, event security, and exhibit requirements using Momentus software.
• Create detailed floor plans for events using Delphi Diagramming software.
• Manage the process of each event by overseeing the work of multiple DECC departments to ensure facilities conform to client and contract requirements; address concerns with relevant department managers and direct the implementation of facility plans as necessary.
• Maintain historical and financial records of all event aspects; review the contract considering expenses to ensure continual profitability and adjust as necessary.
• Conduct post-event evaluations to determine how future events can be improved, present formal policy and practice recommendations to senior management.
• Oversee the preparation and distribution of event summaries and attend event meetings.
• Represent the Event Planning department and Sales department both internally and externally as needed.
• Answer calls and emails regarding events, facility questions, or general inquiries.
• Using time management skills, set priorities and meet required deadlines.
• Must retain a thorough knowledge of local hospitality resources.
• Additional duties as assigned.

Schedule

An Event Planner is expected to work 40 hours per week with some evenings and weekends required, based on client and event schedules.

Supervisory Responsibilities

None

Physical Demands

This position requires someone that is able to spend most of their time seated, working at a computer, and speaking on the phone. They must be able to give tours of the entire facility which requires walking and climbing stairs. They must be able to clearly and concisely communicate to a wide variety of people. The Event Planner will need to use their hands frequently, and be able to see, hear, speak, write, and type often.

Uniform

Business casual attire. The DECC will provide a DECC nametag and/or ID badge.

Travel Required

Typically no travel, but could be occasional.

Additional Eligibility Requirements

• Must be 18 years of age or older
• Successful completion of reference checks
• Successful completion of a background check
• Successful completion of a drug test, if applicable

Work Authorization/Security Clearance Requirements

The DECC uses USCIS Form I-9 to verify the identity and employment authorization of individuals hired for employment. On the form, an employee must attest to his or her employment authorization. The employee is required to present the DECC with acceptable documents evidencing identity and employment authorization at the time of hire. The DECC will examine the employment eligibility and identity document(s).

The list of acceptable documents can be provided by Human Resources.

At-Will Employment

This position is at will. This means if you are offered the position and accept, your employment with the DECC is for an indefinite period of time and it is subject to termination by you or the DECC, with or without cause, with or without notice, and at any time. Nothing in this job description or any other policy of the DECC shall be interpreted to be in conflict with or to eliminate or modify in any way, the at will employment status of this position.

The at will employment status of an employee of the DECC may be modified only in a written employment agreement with that employee which is signed by the Executive Director or the Chair of the DECC Board of Directors.

By your signature below, you acknowledge your understanding that your employment with the DECC is at will, and that nothing in this description is intended to constitute a contract of employment, express or implied.

EEO Statement

The DECC is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualification and ability. The DECC does not discriminate in employment practices on the basis of age, color, disability, national origin, race, religion, sex, sexual orientation or any other characteristic protected by law. The DECC will follow any state or local law that provides greater protection. This policy is neither exhaustive nor exclusive. The DECC is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

FLSA Classification

Exempt

Type of Position

Full-Time

Type of Employment

At Will

Department

Administration

Reports to

Director of Events

• Free parking
• Public Employee Retirement Account (PERA) – Pension Plan – with employer match
• Optional Minnesota Deferred Compensation Plan
• Free Employee Assistance Program
• Paid Vacation and Sick Time
• Health Insurance
• Flexible Spending Account for Medical, Dental and Dependent Care
• Qualifying employer for the Federal Student Loan Forgiveness Program

The Duluth Entertainment Convention Center (DECC) is a collection of ten venues hosting conventions, meetings, sports, arts, and entertainment right on the waters of Lake Superior in vibrant Canal Park. The DECC offers spectacular views of the Duluth Aerial Lift Bridge and excellent walkability.

Steps away from charming Canal Park and Downtown Duluth, guests enjoy shops, restaurants, and easy access to hotels. The Duluth Lakewalk and Bayfront Festival Park are just outside our doors.

Home to Duluth Superior Symphony Orchestra, the Minnesota Ballet, UMD Men’s and Women’s Bulldog Hockey, the Olympic gold-winning Duluth Curling Club, and the William A. Irvin floating museum / Duluth Haunted Ship, the DECC is the heart of regional entertainment.

Our commitment to sustainability means that all the events we host bring economic and environmental benefits to our city.

Mission:

We host events, create experiences, and drive our regional economy.