Role Summary
As an event coordinator in the sports industry, you will create new events, plan, organise, and execute various sports and other business-related events, tournaments, and competitions. Working closely with event stakeholders, for example our federation partners, MLB, Spark, International event organisers, sponsors, vendors, and volunteers, to ensure the successful implementation of the event.
The event coordinator plays a crucial role in planning, organising, and executing sports and other business-related events. An event coordinator in sport requires strong organisational skills, attention to detail, effective communication, and the ability to work under pressure to ensure the smooth and success of an event. Responsible for managing various aspects such as venue selection, budgeting, marketing, participant registration, event operations, volunteer coordination, fundraising and post-event evaluation.
The goal is to ensure a successful and memorable sports event for participants, spectators, and stakeholders.
Main Tasks & Responsibilities
1. Event Planning • Determine event objectives with stakeholders. • Budgets • Project management o Logistics, event timelines, schedules and action plans.
2. Venue Selection and Management • Contract negotiation. • Coordination with venue staff • Facility risk assessments • Health and safety checks.
3. Budget Management • Creating and managing event budgets once approved • Tracking expenses • Seeking sponsorships or funding opportunities for events
4. Vendor and Sponsor Coordination • Securing and managing relationships with vendors, sponsors, and partners. • Preparing contracts, sponsorships, and logistics related to their involvement in the event for approval.
5. Marketing and Promotion • Work with the Marketing team to develop marketing strategies to promote the event including and collateral that may be needed e.g. brochures, posters etc. • Measure the success of each event’s marketing campaign.
6. Participant Registration • Overseeing participant registration processes, including managing online registration systems. • Communicating with participants regarding event details • Work with the finance team on fee collection.
7. Event Operations • Coordinating event logistics, such as transportation, accommodations, equipment, and facilities. • Troubleshooting any issues or emergencies that may arise. • Ensure smooth event operations.
8. Volunteer Management • Recruiting, training, and coordinating volunteers for various event tasks, such as registration, crowd control, event setup, on and off field work to ensure the success of the event.
9. Programme Execution / Tournament Control • Overseeing the execution of our event program, including managing schedules, coordinating competitions, and ensuring adherence to rules and regulations
10. Post-Event Evaluation • Conducting post-event evaluations to assess the success of the event. • Gather feedback from participants and stakeholders (working with other members of the team to gather this information) • Identify areas for improvement for future events.
Key Relationships
The postholder will be expected to support relationships with the British Softball Federation, the British Baseball Federation, UK Sport, Sport England, The 108, OKC Spark, Major League Baseball, speakers, coaches, Senior Leadership Team and wider staff. Additional Responsibilities as a Member of Staff You will be expected to be prepared to contribute across a wide range of activities, accepting collective and individual responsibility, where necessary.
This may include directly delivering activities or working upwards to shape the strategic direction of the organisation. Job descriptions cannot be exhaustive, and the post-holder may be required to undertake other duties broadly in line with the above key responsibilities. Role Requirements Experience Event coordination (design to deliver).
Previous sports event coordination (grassroot to elite) Hospitality and / or customer service roles. Experience of managing budgets and allocating resources. Contract management. Safeguarding and Health and Safety. Project planning. Qualifications & Training Qualification in related area or proof of working experience Working knowledge of events (on and off field). Understanding of how sponsorship work in events. Membership and registration systems.
Knowledge Solid knowledge of sports events. Solid knowledge of type of stakeholders. Good knowledge on project management. Skills Strong desire to excel in procedure improvement A creative thinker with the tenacity and confidence to see things through to implementation and completion.
Excellent creative, event design and presentation skills. Outstanding communication skills; written, verbal and presentational. Strong planning and organisation skills, with the ability to work with the wider team. An ability to work flexibly, and under pressure, adapting to situations as they change. Proficient in all aspects of Microsoft 365. Problem solver, making good decisions with a ‘can do’ attitude.
