Events Specialist
Summary
| Title: | Events Specialist |
|---|---|
| ID: | 1132 |
| Department: | Marketing and Communications |
| Job Status: | Temporary Part-Time |
| Location: | Indianapolis, IN |
Description
Events Specialist
POSITION PURPOSE
In support of driving future convention business, concept, plan, budget, and creatively execute special events targeting meeting decision makers, showcasing Indy as a host city. In addition, plan and execute local events that showcase the power of tourism and importance of the industry in support of long-term funding and community support. All Visit Indy team members reflect the organization’s “3 Ps” culture – productive, positive and progressive.
POSITION PURPOSE
In support of driving future convention business, concept, plan, budget, and creatively execute special events targeting meeting decision makers, showcasing Indy as a host city. In addition, plan and execute local events that showcase the power of tourism and importance of the industry in support of long-term funding and community support. All Visit Indy team members reflect the organization’s “3 Ps” culture – productive, positive and progressive.
Temporary Part Time Event Specialist: November 2025-April 2026
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Key Stakeholder Events
In support of driving future convention business, assist with the creative concepts and overall execution of key customer events within Visit Indy’s budget and brand guidelines.
Sales Missions: Aid in the planning and preparation for the spring annual sales missions in Chicago and DC markets:
• Assisting in the creative process towards establishing what/where/when the events occur within these cities.
• Assisting in the budgeting process for these events, including developing initial budgets, manage budget throughout event process, and reconcile upon completion.
• Assisting in management of the RFP process as well as negotiations with vendors for event rentals, catering, entertainment, and all other event components.
Industry Events: Assist in advance logistics of tradeshow booth activation and a customer event at key industry events, PCMA (January), ASAE, IMEX and Holiday Showcase
• To attract meeting decision makers into the space, manage the creative process to establish the look/feel of the tradeshow booth presence.
• Assisting in the budgeting process for these events, including developing initial budgets, manage budget throughout event process, and reconcile upon completion.
• Assisting in management of the RFP process as well as negotiations with vendors for event rentals, catering, entertainment, and all other event components.
Customer FAMS: Assist in management of customer FAMs in Indy, including the Big Ten Women’s Basketball Tournament, NCAA Men’s Final Four, the Indianapolis 500 event weekend:
• Assist in management of the creative process towards establishing customer-facing events.
• Assist in management of the overall marketing efforts to attract customers to Indy to attend the FAMs.
• Assist in management of the budgeting process for these events, including developing initial budgets, manage budget throughout event process, and reconcile upon completion.
• Assist in management of the RFP process as well as negotiations with vendors for event rentals, catering, entertainment, and all other event components.
Stakeholder Events: In support of messaging the power of tourism, assist all stakeholder events in Indy including event support in Visit Indy Partner events, Annual State of Tourism, ROSE Awards (May).
• Assist in the marketing efforts to attract stakeholders to the event.
• Assist in the budgeting process for these events, including developing initial budgets, managing budget throughout event process, and reconciling upon completion.
• Assist in management of the RFP process as well as negotiations with vendors for event rentals, catering, entertainment, and all other event components.
OTHER FUNCTIONS
- Performs other duties as assigned.
EDUCATION AND/OR EXPERIENCE
To perform this job successfully, an individual must have the following education and/or experience.
- Bachelor’s degree or equivalent experience in communications, public relations, and/or marketing preferred.
- Minimum of one year of experience in communication and/or marketing preferred.
- Experience in destination marketing and a firm understanding of Indy is highly desirable.
- Experience in writing, conducting strategic communications, executing events and public speaking desirable.
KNOWLEDGE, SKILLS, AND ABILITIES
The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.
- Excellent verbal/written communication and interpersonal skills; strong customer service abilities.
- Ability to make recommendations to effectively solve problems, using judgment consistent with standards, practices, policies, and procedures.
- Ability to focus on details, handle multiple tasks, and remain highly organized in a fast-paced environment.
- Ability to interact with a variety of customers, employees, vendors, partners, and the general public, both on a one-on-one basis and in groups; must be a team-player.
- Ability to write reports, correspondence, policies and procedures, and other business-related communications.
- Ability to think critically/logically in order to troubleshoot and make recommendations for problems as identified.
- Proficient computer skills, including a working knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Internet browsers, and e-mail systems.
- Ability to take initiative and work independently.
- Ability to be adaptable, flexible, and to handle multiple tasks simultaneously.
- Ability to work non-routine hours such as late night, weekends, and holidays when necessary.
PHYSICAL DEMANDS
The physical demands described here are representative of those an individual must meet in order to successfully perform the essential functions of this job. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.
The physical demands described here are representative of those an individual must meet in order to successfully perform the essential functions of this job. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.
- This position requires some physical activity, such as reaching, stooping, kneeling, crouching, and crawling; it requires occasional pushing, pulling, lifting, carrying, and moving (up to 35 pounds).
- Ability to sit for extended periods of time and to move intermittently throughout the workday.
- Ability to move in and between various facilities and handle exposure to inclement weather.
- Ability to perform focused work with close attention to detail.
- Ability to interact with others, both in person and through phone, e-mail, and written correspondence.
Visit Indy is an equal opportunity employer. Accordingly, not only do we adhere to all applicable federal, state, and local laws pertaining to equal employment opportunity, but it is our firm policy to provide equal employment and advancement opportunities for all individuals regardless of race, religion, color, sex, national origin, sexual orientation, gender identity, age, disability, or any other legally protected category or characteristic. Hiring and promotion practices are performed without regard to the same.
