Events & Experience Manager at The Gathering Place

Tulsa, Oklahoma, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Sep, 26

Salary

0.0

Posted On

06 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Planning, Guest Experience Design, Budget Management, Team Leadership, Vendor Management, Operational Planning, Stakeholder Collaboration, Project Management, Problem Solving, Interpersonal Communication, Resource Allocation, Staff Scheduling

Industry

Description

Description The Events & Experience Manager is responsible for leading public-facing events and guest experiences across Guthrie Green and LowDown. This role ensures that events are well executed, guest centered and aligned with organizational standards. The Manager collaborates closely with Creative Production and Talent Booking to integrate artistic, technical, and operational elements into cohesive experiences. This position also oversees the presentation and readiness, ensuring a welcoming, high quality environment for all visitors while leading the events team and support staff. Requirements Essential Duties & Responsibilities Event Planning & Execution Lead the planning, coordination, and execution of events, programs, activations, and community experiences across Guthrie Green and LowDown. Manage programming budgets, including forecasting, expense tracking, contracts, and reconciliation. Develop event timelines, operational plans, staffing strategies, and resource allocation plans. Oversee event setup, execution, and breakdown to ensure operational excellence. Supervise and support Event Specialists in event and program implementation. Collaborate with internal teams, partners, vendors, performers, and community stakeholders to deliver high-quality experiences. Evaluate program performance through attendance, participant feedback, and operational outcomes to inform future planning and continuous improvement. Guest Experience Leadership Design and enhance guest facing elements that elevate engagement across programs and events. Serve as the primary steward of the guest experience for third-party events, ensuring alignment with organizational standards. Maintain consistent guest experience quality across public facing spaces on both event and non-event days. Ensure events are inclusive, accessible, and responsive to diverse audiences. Evaluate guest flow and feedback to drive continuous improvement. Address guest concerns with professionalism and care. Venue Presentation & Guest Readiness Oversee site presentation, including cleanliness, landscaping, signage, and lighting. Conduct routine walkthroughs to maintain safety and operational standards. Supervise custodial support and service providers on maintenance needs. Partner with Facilities, Horticulture, and service providers on maintenance needs. Ensure spaces remain safe, functional, and event ready at all times. Collaboration with Creative Production Support creative direction and thematic execution. Align event logistics with production timelines, staging needs, and A/V requirements. Coordinate installation of scenic and technical elements. Integrate production needs into event plans. Collaboration with Talent Booking Collaborate with the Talent Manager to align talent programming with event goals, audience experience, operations, and budget. Incorporate schedules, accommodations, and performance needs into plans. Coordinate artist hospitality and backstage operations. Support talent driven audience engagement experiences. Ensure talent information is communicated to staff, vendors, and stakeholders to support seamless event execution. Collaboration with Marketing Provide timely events, program, and promotional information to support marketing efforts. Ensure event details, schedules, and program updates are communicated accurately and on time. Partner with Marketing to identify storytelling opportunities, sponsorship activations, and audience engagement initiatives. Collaborate on strategies that support attendance, community engagement, and event success. Fly Loft Collaboration Oversee the day-to-day presentation, readiness, and operational coordination of Fly Loft's rehearsal spaces. Coordinate with the GGP Revenue Manager on Fly Loft rental activity and serve as the primary on-site liaison with 918 Security and property management to support facility operations. Coordinate with internal and external stakeholders to address facility concerns, support rental activity, and ensure Fly Loft spaces are safe, functional, and well-maintained. Team Leadership Supervise, train, and schedule Event Specialists. Supervise the Operational / Custodial Support staff member responsible for grounds upkeep and cleanliness. Provide coaching, performance feedback, and professional development. Oversee volunteers and contracted event support staff as needed. Administrative & Financial Responsibilities Assist with event budgets, expense tracking, and invoice processing. Maintain accurate event documentation, reports, and evaluations. Support contract processing for vendors, presenters, and partners. Ensure operational and event related expenses remain within approved financial parameters. Qualifications Bachelor’s degree or equivalent experience in event management, hospitality, recreation, or related field. 3+ years of experience in event planning, guest experience, or program management. Ability to work evenings, weekends, and holidays as required. Knowledge, Skills & Abilities Strong understanding of event logistics and guest experience design. Ability to collaborate effectively with creative, technical, and talent-focused teams. Strong organizational, communication, and leadership skills. Excellent problem-solving and decision-making skills. Ability to manage multiple projects and deadlines. Professional demeanor and strong interpersonal skills. Leadership Competencies Managers in this role are expected to demonstrate the organization’s core leadership competencies: Connection – Leads with purposeful engagement and fosters meaningful relationships across teams, partners, and community stakeholders. Alignment – Unites people around shared purpose, mission, and event goals. Acumen – Leads strategically with sounds judgment, long-term thinking, and operational excellence. Evolution – Leads with influence, adaptability and readiness for change in a dynamic event environment. Performance – Develops high performance through coaching, accountability, and continuous improvement of the Events Team. Physical Demands The physical demands described here are representative of those that must be met to successfully perform the essential functions of the Events & Experience Manager role. Ability to lift 50 lbs. occasionally during event setup, inspections, or emergency support. Ability to stand and walk for extended periods during events. Ability to bend, reach, and perform light physical tasks as needed. Manual dexterity for office-based tasks including keyboard use, mouse control, and navigating digital systems. Visual acuity includes close vision (documents, budgets, screens) and distance vision (event oversight). Ability to work indoors and outdoors in varying weather conditions. Work Environment Work occurs in office, backstage, and event environments. Exposure to loud noise levels and fluctuating lighting conditions. Frequent interaction with staff, artists, vendors, and guests. Fast paced environment requiring leadership and adaptability. Evening, weekend, and holiday work required. Safety-Sensitive: This is a safety-sensitive position. Applicants, regardless of whether they are a medical marijuana licensee, must receive a negative result on a 10-panel, pre-placement drug screening to include THC, prior to beginning work.

Responsibilities

Lead the planning and execution of public-facing events and guest experiences across Guthrie Green and LowDown. Oversee venue presentation, team leadership, and collaboration with creative and talent booking teams to ensure high-quality operational excellence.