Director of Events for Will Rogers Memorial Center

**Job Summary:** The Director of Events leads the planning, coordination, financial oversight, and successful execution of events hosted at Will Rogers Memorial Center (WRMC). As head of the Events Department, this position establishes consistent event-management practices, develops and supports team members, maintains strong client relationships, and coordinates with Sales, Operations, Finance, Security, Parking, Food & Beverage, production partners, and other stakeholders to deliver safe, successful, and financially responsible events across the campus. The position oversees the event lifecycle from contract handoff through planning, execution, settlement, and post-event review, while assigning individual events to Event Managers or Coordinators as appropriate. This position will be 100% on-site. **Essential Job Functions:** *Department Leadership and Staff Development* * Lead, supervise, coach, and evaluate assigned Events personnel; establish and maintain clear responsibilities, performance expectations, training plans, and professional development opportunities, including succession planning. * Manage and balance event assignments, workload, and coverage across concurrent campus activities; provide direct support when event complexity or volume requires. * Develop, implement, maintain, and continuously improve department operating procedures, onboarding and cross-training resources, communication standards, and consistent service expectations. * Develop and maintain an accountable, collaborative team culture built on strong communication, teamwork, and coordination across Events, Sales, and other operating departments. *Event Planning, Coordination and Execution* * Oversee the complete event production lifecycle, including contract handoff, event advancing, planning meetings, venue walkthroughs, production requirements, event manifests, event production execution, move-out and closeout. * Ensure Event Managers/Coordinators review contracts, technical riders, floor plans, staffing requirements, equipment needs, and client commitments; assign clear owners and deadlines. * Maintain accurate, timely event manifests, event plans, room diagrams, service orders, change records, and event files in the designated event-management system. * Participate in and often lead weekly Events meetings and establish near-term and forward-looking campus planning practices that address concurrent events, turnovers, staffing, access, and shared resources. * Coordinate event readiness and changes with Operations, Facilities, Security, Police/Fire, Parking, IT, Box Office, Food & Beverage, contractors, and client representatives. * Coordinate with Trail Drive Management Corp. (TDMC), the arena, and their respective event and operations teams on overlapping events, campus access, event schedules, staffing, equipment, parking, guest circulation, and other shared resources; clarify responsibilities and communicate changes across organizations. * Anticipate event conflicts, weather and operational risks; coordinate contingency plans and resolve escalated client or production issues. * Lead structured post-event reviews and document lessons learned, client feedback, and improvements for future events. *Financial Management, Revenue Capture and Settlement* * Oversee preparation and review of event estimates, service orders, labor and equipment charges, expense forecasts, and event-related financial reports in collaboration with Finance. * Ensure that contracted terms, approved changes, billable ancillary services, actual labor and equipment usage, and applicable credits are accurately documented and communicated for invoicing and settlement. * Partner with Finance and Sales on pre-event estimates, event closeout, and timely, accurate settlements; identify and resolve discrepancies. * Monitor departmental and event-level cost controls, resource use, and financial performance; identify practical opportunities for additional event-related revenue and improved margins within approved policies. * Provide periodic reporting to the General Manager on event readiness, financial results, service performance, risks, and department priorities. *Client Relationships and Sales Coordination* * Serve as a senior escalation point for promoters, show organizers, producers, and event clients, fostering responsive service and long-term relationships. * Establish a clear Sales-to-Events handoff so event scope, deal points, commitments, pricing assumptions, and client expectations are documented before execution. * Support Sales in assessing event feasibility, site visits, technical needs, service estimates, proposals, and potential new or returning business, while Sales retains primary responsibility for booking and commercial negotiations. * Coordinate closely with the Fort Worth Stock Show & Rodeo and other major campus partners on event production, overlapping activity, and long-range operational needs. * Maintain proactive working relationships with TDMC and arena leadership and event teams to support joint planning, coordinated client service, and efficient deployment of shared personnel and resources. *Campus Operations, Safety and Compliance* * Oversee event-specific plans across WRMC venues and grounds, including equestrian and livestock facilities, exhibit spaces, Auditorium productions, and outdoor uses. * Ensure event plans account for public safety, crowd management, emergency access, accessibility, permitted capacities, venue rules, municipal requirements, and applicable TABC-related coordination. * Work with appropriate subject-matter departments and public authorities on permits, inspections, staffing, production specifications, and incident response; escalate material concerns promptly. * Promote safe load-in, set-up, event operations and load-out practices; coordinate specialized animal, footing, stall, utilities and exhibitor requirements where applicable. *Systems, Planning and Continuous Improvement* * Maintain accurate event calendars, event records, manifests and forward-planning tools in Momentus/Ungerboeck and designated SharePoint sites, following established standards for data accuracy, access, document control and timely updates. * Create repeatable templates, event readiness checkpoints and clear departmental handoffs that improve consistency without adding unnecessary administrative work. * Use SharePoint to organize current event plans, standard operating procedures, templates, cross-department communications, and reference materials so authorized WRMC, TDMC, and Arena partners can readily access the information needed for coordinated execution. * Use event results, client feedback, team input, and relevant industry practices to recommend improvements in service, efficiency, training, and revenue capture. * Assist the General Manager with special projects, operational planning, and other duties as assigned. **Qualifications:** * Bachelor’s degree from an accredited four-year college in Event Production, Sports/Entertainment Management, hospitality, business, or related field, or an equivalent combination of education and relevant work experience. * Seven or more years of progressively responsible experience in event management, event production, or venue operations, including demonstrated departmental leadership, supervision, or staff development; experience with concerts, sporting events, and multipurpose facilities is valued. * Demonstrated knowledge of event planning, coordination, and operations across a variety of event types, including equestrian and livestock events, trade shows, exhibitions, conventions, meetings, sporting events, concerts, and other live entertainment, with an understanding of facility capabilities, technical requirements, event-related services, and operational logistics. * Ability to review, interpret and apply event contracts, technical requirements, event specifications, floor plans, drawings and other supporting documentation across a variety of event types; working knowledge of facility layouts, event equipment, infrastructure and operational requirements. * Knowledge of fire and public safety regulations, crowd management, venue capacity, accessibility and applicable municipal permitting requirements. * Working knowledge of event budgets, estimates, cost controls, contract commitments, billable services, revenue capture and event settlement processes. * Strong leadership, coaching, independent judgment, communication, problem-solving and customer service skills; ability to build effective working relationships with staff, clients, promoters, contractors, public officials and partner organizations. * Ability to prioritize competing demands, work reliably and productively, meet strict deadlines, manage multiple events and perform effectively under pressure and within approved budgets, both independently and collaboratively. * Ability to maintain confidentiality and handle sensitive employee, client, financial, and organizational information appropriately. * Computer proficiency including: Microsoft Office applications, SharePoint, event-management platforms and electronic document management; ability to learn and apply Momentus/Ungerboeck and other TDMC systems. * Ability to work 100% on-site with a flexible schedule, including evenings, weekends, holidays, and extended hours based on event needs. **Preferred Qualifications** * Leadership experience in multi-purpose event facilities or campuses, including exposition centers, equestrian and livestock facilities, fairgrounds, convention centers, arenas, auditoriums, or comparable event venues. * Experience with equestrian, livestock, agricultural, rodeo, trade/consumer show, concert, theatrical, and sporting events. * Trained Crowd Manager coursework, or relevant professional training in crowd management, event safety, or venue management. * Hands-on proficiency with CAD/event diagramming software, Momentus/Ungerboeck, SharePoint, and complex production or audiovisual systems. **Working Conditions:** * Employees will work in an environment with fluctuating temperatures. * Employees must have the ability to lift, push, and pull up to 50 lbs. As business, maintenance, operations, or emergencies require, employees may sporadically assist in lift/move 100 lbs. or more. * Employees will regularly work around animals typically found in a fair/4H/FFA environment (horses, cattle, pigs, sheep, dogs, etc.). * Employees may spend some of their day working on a computer and other office devices. * Employees may regularly spend their shift standing/walking, traveling stairs, with little to no sitting. * Employees will be exposed to high noise levels and/or fluctuating lights in event settings. * Employees must have the ability to reach, lift, and bend to perform job duties throughout the shift. * Employees may be exposed to hazardous chemicals, electrical shock risks, and vibrations throughout the shift. * Employees will be exposed to hazards associated with moving vehicles and require strict adherence to safety protocols. **Other Duties:** * This job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities that are required. Duties, responsibilities, and activities may change at any time with or without notice. Human resources and other resources related to employment will be administered by Trail Drive Management Corp (TDMC). Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. *We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.* Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.