The Event Planner will be responsible for ensuring that their events meet the highest safety standards, are efficiently ran and provide a fun overall experience for athletes, coaches and parents alike. This person should be analytical, organized, detailed and process driven.

Job Overview
Royal Events is seeking a proactive and highly organized Event Planner to coordinate exciting and flawless cheer & dance events for thousands of young athletes across the country! In this role, you will help support our fast-growing national cheerleading & dance event company. The ideal candidate will possess excellent communication skills, demonstrate strong attention to detail, and have proficient computer knowledge. The ability to think fast and adapt to situations that arise that were NOT part of the plan! This role is pivotal in ensuring Royal Events maintains the excellent customer service and efficient event operations we have become known for. The ideal candidate should be analytical, well-organized and process driven.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

In Office…

• Establish the event budget based on historical event margins during the planning season; work within said budget, reforecasting as appropriate throughout the season.
• Actively study and negotiate pricing with vendors.
• Determine and direct departmental spending that impacts event budgets.
• Create reliable forecasts and collaborate with management to produce accurate financial reports.
• Ensure event invoices are submitted in a timely manner and remain within budget.
• Responsible for ensuring margin expectations are met for each event managed.
• Review each event after and make suggestions for improvements.
• Plan 8-10 events including all planning checklist tasks
• Collaborate with the Logistic and Production Coordinators to ensure best practices are followed.
• Coordinate with venues to create event diagrams & organize event details including production support, staging, seating, utilities, etc.
• Assists in securing or confirming event personnel – staff, security, first aid, EMTs, stagehands, riggers, etc.
• Coordinate with 3rd party equipment and service providers including staging, sound, lighting, video, staffing and security.
• Coordinate with merchandise, vendors, sponsorship and other partners
• Ensure Certificate of Insurance (COI) is in place for each event.
• Create and/or oversee general schedules, performance orders, confirmation packets.
• Submit or direct office staff to submit packing lists to logistics staff, including event gear, supplies and awards.
• Submit venue checklist/safety and health procedures/policies forms.
• Communicate with other event planners to share best practices.
• Work closely with Customer Service Team
• Close out of event: admissions reporting, payroll/contract labor, event summary, etc.
• Post event review - make recommendations to supervisors for improved future event operations.
• Collect, assemble, and provide data as needed for internal research and reports.

At Events…. 

Serve as onsite Director for your corresponding events. As the onsite Director, serve as the highest-ranking event staff on site.

• Oversee 20-30 personnel per event. Manage any event staffing issues as they arise.
• Coordinates with venue coordinator, concessionaire/catering manager, security lead, and other venue vendors
• As the senior Royal Events representative, use discretion to make changes to event details as needed including event layout and flow.
• Proactively plan for scenarios that could impact the quality of the event.
• Coordinate and/or oversee the logistics and production staff.
• Meet with venue contact to plan out details of each event day.
• Communicate with coaches regarding event details; conduct/participate in coaches’ meetings.
• Use authority to make financial decisions that have a direct impact on safety while continuing to be fiscally responsible.
• Oversee the setup and troubleshooting of all event-related systems and processes.

MINIMUM SKILLS AND ABILITIES

• Excellent verbal and written communication skills
• In-depth understanding of confidentiality
• Project management skills: information gathering, monitoring deadlines, communicating cross-functionally
• Ability to retain information quickly
• Strong problem-solving skills to address and resolve issues as they arise.
• Strong ability to organize tasks, manage time effectively, and prioritize responsibilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Meticulous attention to detail to ensure accuracy in all tasks and communications.
• Ability to work independently, manage multiple tasks simultaneously, and meet deadlines without constant supervision.
• Highly organized and proactive; ability to anticipate a need.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required. While not participating in an event this job operates primarily in a professional office environment. 

NICE-TO-HAVE (BUT NOT REQUIRED) SKILLS

• QuickBooks Understanding: Experience with QuickBooks for managing financial records, invoicing, deposits and expense tracking.
• CRM Management: Experience with Customer Relationship Management (CRM) systems to maintain and enhance client relationships.
• Basic Accounting Knowledge: Understanding of basic accounting principles to assist with financial tasks and reporting.
• Adobe, Canva or similar design program
• Cheerleading, dance or gymnastics experience or understanding  

EDUCATION/ EXPERIENCE

• Bachelor’s degree or equivalent work experience.
• Experience of at least 2 years in events preferred.

PERKS & BENEFITS

• Opportunities for training and professional growth within the company.
• Competitive pay based on experience and qualifications.
• Opportunity for paid travel to events across the U.S.
• Fun, family type office environment with lots of planned staff outings and opportunities for team building.
• Management team that understands and encourages a healthy work-life balance.

Pay: $42,000 - 50,000 (based on experience and skills)

# Hours: 40 per week (depending on time of year)

Benefits:

• Dental insurance
• Health insurance
• Vision insurance
• Paid time off
• Simple IRA with company match

Work Location: In person at Louisville headquarters. Anticipate traveling 6-10 weekends per year (approximately 2 weekends per month during event season). Event travel will include overnight stays for events. All necessary expenses will be covered during travel including meals.

Hire Timeline: In the next 30 days