What we are looking for: Are you passionate about anime and have experience in event planning? If so, we have an exciting opportunity for you! We are a leading entertainment company based in California, known for hosting unforgettable anime events and conventions. We are seeking a talented Event Planning Coordinator to join our dynamic team and bring your creativity to life in the world of anime fandom.
Purpose of this Role: The ideal Registration & Ticketing Coordinator is responsible for: delivering superior customer service; developing and managing the online registration & ticketing sales and processes for all SPJA-related events; provide accurate reporting, documentation, and analysis related to all registration & ticketing sales; managing all support staff utilized for preproduction work and onsite event operations; and ensuring superior customer service.
Experience: Bachelor’s degree or 2+ year’s relevant work experience.

Essential Functions: The major areas of responsibility include:

• Work with the Assistant Director of Operations and the Manager of Registration & Ticketing to understand the Registration and Ticketing objectives and goals.
• Help create registration price tiers and determine potential inventory for credential sales.
• Help create the ticketing strategy and work with event organizers to plan and execute online sales as well as provide recommendations based on historical data from past events.
• Help with the buildout of each required registration & ticketing event via online ticketing platform, including the creation of floorplans, seating charts, and various ticket types, as well as managing price tiers, product sales, inventory, and complimentary ticket distribution.
• Coordinate logistics such as credentials inventory, mailing fulfillment, RFID collection, discount code distribution and tracking, and external communication plans.
• Assist in creating sales, operational, and financial analytics for weekly/monthly sales and pace reports as well as a full post-event breakdown.
• Collaborate with third-party vendors involved with sponsorships, decorator set-up, and industry partners to develop and execute events.
• Troubleshoot answers regarding all participant credentials, tickets, and sales orders; promotional and discount code redemptions; credential fulfillment; and all ticketed event-related inquiries.
• Able to understand contract drafting and execution. Able to communicate with contracted parties to ensure project requirements are met.
• Assist with coordination of announcements and promotions to booth both registration and ticket sales.
• Communicate with third-party vendors, SPJA staff, and venue management during load-in, show dates, and load-out.
• Collaborate with other in-house departments to manage all aspects of each registration type, credentials sales, shipping, fulfillment, and inventory tracking.
• Collaborate with other in-house departments to manage all aspects of each ticketed event, including but not limited to front of house coordination, line control management, ticketing scanning, room load-in, giveaway items or merchandise included with ticket for distribution, and special accommodations for different ticket holder types (ADA, General Attendee, Industry, VIP, etc.).
• Provide excellent customer service to all participants and vendors regarding registration, ticketing, mailing, RFID activation, policies and restrictions, and streaming procedures.
• Monitor both credential and ticket inventory during sales, both before and at the show, as well as coordinate and provide support for credential and ticket fulfillment and distribution.

KNOWLEDGE, SKILLS AND ABILITIES DESIRED:

• 2+ years experience in trade shows, special events, or box office sales is a plus.
• High attention to detail. Must be able to analyze dense sets of data for discrepancies.
• Possess good problem-solving skills, judgement, and attention to detail in a high-stress environment.
• Strong computer skills, including Microsoft Office and online software programs. Advanced knowledge of Excel required.
• Able to maintain confidentiality within the organization with a high level of personal ethics.
• Must be able to perform required tasks and manage staff at conventions away from SPJA office.
• Respect for anime, Japanese culture and its lifestyle, and familiarity with fandom communities is a plus.

Physical Demands & Work Environment:

• The duties of this position are normally performed indoors in a business/office setting. The noise level in the work environment is usually moderate to loud during events and minimal during non-event times.
• During the convention, this individual must have the ability to stand/walk for up to four hours at a time as there is constant walking required during the convention.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Ability to lift and handle packages up to 30 lbs. in weight.

• Work with the Assistant Director of Operations and the Manager of Registration & Ticketing to understand the Registration and Ticketing objectives and goals.
• Help create registration price tiers and determine potential inventory for credential sales.
• Help create the ticketing strategy and work with event organizers to plan and execute online sales as well as provide recommendations based on historical data from past events.
• Help with the buildout of each required registration & ticketing event via online ticketing platform, including the creation of floorplans, seating charts, and various ticket types, as well as managing price tiers, product sales, inventory, and complimentary ticket distribution.
• Coordinate logistics such as credentials inventory, mailing fulfillment, RFID collection, discount code distribution and tracking, and external communication plans.
• Assist in creating sales, operational, and financial analytics for weekly/monthly sales and pace reports as well as a full post-event breakdown.
• Collaborate with third-party vendors involved with sponsorships, decorator set-up, and industry partners to develop and execute events.
• Troubleshoot answers regarding all participant credentials, tickets, and sales orders; promotional and discount code redemptions; credential fulfillment; and all ticketed event-related inquiries.
• Able to understand contract drafting and execution. Able to communicate with contracted parties to ensure project requirements are met.
• Assist with coordination of announcements and promotions to booth both registration and ticket sales.
• Communicate with third-party vendors, SPJA staff, and venue management during load-in, show dates, and load-out.
• Collaborate with other in-house departments to manage all aspects of each registration type, credentials sales, shipping, fulfillment, and inventory tracking.
• Collaborate with other in-house departments to manage all aspects of each ticketed event, including but not limited to front of house coordination, line control management, ticketing scanning, room load-in, giveaway items or merchandise included with ticket for distribution, and special accommodations for different ticket holder types (ADA, General Attendee, Industry, VIP, etc.).
• Provide excellent customer service to all participants and vendors regarding registration, ticketing, mailing, RFID activation, policies and restrictions, and streaming procedures.
• Monitor both credential and ticket inventory during sales, both before and at the show, as well as coordinate and provide support for credential and ticket fulfillment and distribution