Venue Coordinator Leadership Role

Venue Sourcing & Holds

• Research market options (private complexes, university facilities, stadiums/dorms); compile shortlists with pros/cons, pricing, capacity, and dates

• Place and track holds, site-visit details, and pre-contract requirements

RFPs, Quotes, Contracts & COIs

• Draft and send RFPs to venues/hotels/transport; collect comparable quotes

• Coordinate contracts, addenda, cancellation terms, and COIs; ensure signatures and filing completeness

• Track payment schedules and invoice status; flag deltas and penalties early

Travel & Lodging Coordination

• Source hotel blocks; build rooming lists and meal plans for multi-day events

• Draft bus/shuttle routes and timetables; keep manifests current; confirm day-of contacts

• For international trips, align flight/ground windows and traveler info with the Manager and Trips team

Event Services Vendors (All American / ID / ASG)

• Book and coordinate athletic trainers, catering/meals, fields/training, social/banquet venues

• Share event briefs and arrival instructions; confirm load-in/out plans and on-site POCs

Calendars, Capacity & Cross-Functional Ops

• Keep the venue/travel calendar accurate; ensure capacity/layout matches athlete:coach ratios

• Coordinate shipping timelines with Logistics; confirm filming with Media when needed

Risk & Contingency Prep

• Maintain backup lists (fields, hotels, carriers) by market; populate weather and disruption playbooks

• Log issues and resolutions; close loops with vendors and internal teams

Data, Reporting & Closeouts

• Maintain the vendor database (rates, terms, performance notes)

• Produce checklists, manifests, and R/Y/G dashboards; complete post-event reconciliations and vendor scorecard.

• Project & Task Management (9/10): Multisite timelines, checklists, deadlines

• Organization & Accuracy (9/10): Contracts/COIs, manifests, rooming lists, invoices

• Vendor Communication (9/10): Clear, courteous, persistent follow-through

• Travel Logistics (8/10): Hotels, bus charters, shuttles, group windows

• Data & Tools (8/10): Spreadsheets, docs, CRMs/vendor systems, calendars

• Financial Sense (7/10): Quotes, cost comparisons, basic variance tracking

• Problem-Solving (7/10): Weather changes, no-shows, last-minute field moves

• Mission with Impact: Your coordination directly shapes the athlete, coach, and family experience.

• Growth & Mentorship: Learn advanced contracting and negotiation under a seasoned manager while owning important outcomes.

• Modern Playbooks: Clear gates (T-120 → T+3), repeatable checklists, and a culture of continuous improvement.

• Values-Driven: Move Fast. Bring the Red Team. We Are Family. Code Yourself Out of a Job.

Ready to Apply?