Hospitality Event Lead

Event Support New York, NY


Description

About NYRR

New York Road Runners (NYRR) was founded in 1958 when a small group of passionate runners vowed to bring running to the people and has grown from a local running club into the world’s premier community running organization.  NYRR’s mission is to help and inspire through running, aiming to empower people of all ages and abilities to improve their health and well-being through the power of running and fitness.

NYRR’s year-round offerings of races, community events, programs, and training resources provide hundreds of thousands of people with the motivation, know-how, and opportunities to start running and keep running for life. NYRR’s premier event, the famed TCS New York City Marathon, attracts the world’s top professional runners and committed amateurs alike, while also raising millions of dollars annually for charity and driving economic impact for New York City.  NYRR is equally committed to the runners of tomorrow, passionately providing youth fitness programs that educate and inspire children in underserved communities in New York City, nationwide, and around the world.

Headquartered in New York City, NYRR is a 501(c)(3) organization.  To learn more, please visit www.nyrr.org. 

New York Road Runners is an Equal Opportunity Employer

About the Department

Our Event Development and Production department develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the Royal Bank of Canada Brooklyn Half are just a few of the 40+ adult events and 30+ Rising New York Road Runner youth events produced by the team each year. The team is responsible for the entire event operation including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting.

About the Position

This position will report to the Director, Hospitality and Experiential Events, and will focus on planning various hospitality functions of our weekly and marquee races throughout the year.  These functions include staff catering, VIP hospitality space planning, hotel room block management, and specialty events like NYRR’s annual Club Night.  As a member of the Experiential team, this position will also have the opportunity to work on our Expo properties and Festival areas of weekly races.  The Experiential Event Lead will help NYRR deliver best-in-class events, delivering upon the desired experience from both internal and external stakeholders.

Job Responsibilities (primary and secondary duties):

  • Assist with the planning of hospitality and special events relating to weekly races as well as annual marquee events and the TCS New York City Marathon
  • Source, contract, and manage relationships with caterers, venues, and various vendors in support of the weekly and marquee events
  • Draft floor plans, BEOs, production schedules, staffing plans, technical plans, and other logistical elements as needed in support of event execution
  • Assist internal teams on the execution of hospitality programs for sponsors, charity partners, and organizational VIPs
  • Supervise on-site execution, inclusive of managing part-time and contract labor
  • Assist with the management of our major hotel properties and travel partner, as well as coordination of hotel room blocks for staff, professional athletes, and clients.
  • Manage various hospitality related budgets, and rectify all hoteling and catering expenses against budgets while processing payments in a timely manner
  • Maintain knowledge on industry trends nationally and locally, keeping NYRR events relevant and on point with the latest technologies, venues, and hospitality standards
  • Contribute to strategic development and business planning in support of new events, partnerships, and opportunities for key stakeholders
  • Support the overall team by working weekly races throughout the year, working in various operational areas as needed

Job Requirements:

Experience:

  • Minimum of 3-5 years of event production in a hospitality, experiential marketing, or account management role
  • Working knowledge of industry best practices in hospitality, catering, VIP client entertainment, hoteling and travel, and galas
  • Strong understanding of event design and flow, in both indoor and outdoor environments
  • Keen awareness of process and what needs to happen to efficiently manage many moving parts of equal importance
  • Ability to effectively handle multiple projects at any given time and work under tight deadlines
  • Familiarity with the hotel negotiation and contract process
  • Previous experience of managing staff on-site at events, as well as vendors

Skills and Attributes:

  • Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
  • Excellent written and verbal communication skills
  • Highly organized, detail oriented, and timeline focused
  • Strong customer service skills

Other Requirements:

  • Willingness to work in an outdoor environment (nights and weekends)
  • Knowledge of NYC venues, special event spaces, hotels, and caterers
  • CAD, Adobe Illustrator, or similar program for floor plan drafting a plus

New York Road Runners is an Equal Opportunity Employer