Event Coordinator - Dane County, WI : Job Details

Salary: $36.22 - $47.18 Hourly Location : Madison, WI Job Type: Full time (1.0FTE) Job Number: 2025-00415 Department: Alliant Energy Center Opening Date: 08/22/2025 Closing Date: 9/8/2025 11:59 PM Central FLSA: Non-Exempt Bargaining Unit: 1871 Description The Alliant Energy Center (AEC) in Madison, WI has a current vacancy for a full-time (1.0 FTE) Event Coordinator. The Eligibility List created from this recruitment may be used to fill future Event Coordinatorvacancies that occur within the next six (6) months. The AEC is an event center, serving the public on site, so this position requires that the incumbent work on site at the AEC, not remotely. Equity, Definition and Examples of Duties COMMITMENT TO EQUITY AND INCLUSION As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality service is a shared goal. All employees must be able to demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women, racial and ethnic minorities, and persons with disabilities are especially encouraged to apply. DEFINITION Under general supervision, this position provides detailed aspects of pre-event planning including interpreting and ensuring fire code compliance. Issues written and drawn event execution instructions. Acts as liaison between customers and Center staff. Monitors events in progress and completes post-event reporting and customer follow-up. Event plans range from concert, livestock, business and conference, tradeshow and outdoor events. AEC hosts 350 - 400 events per year. Attendance for each event ranges from 50 to 150,000 each. Under the direction of the Deputy Director AEC - Event & Guest Services, this classification is responsible for planning, organizing, coordinating, and day-of management the physical requirements and service needs of the Alliant Energy Center (Center) customers. Provide detailed pre-event planning, issue written and drawn event execution instructions, monitor events in progress, and complete post-event reporting and customer follow-up. Act as liaison between the customer and staff. Translate and reconcile contracted services into event specifications for use by the operations staff. Ensure event specifics are accurate and detailed, proper set-up and show readiness, and provide on-site guest assistance throughout the course of the event. Represents the Center to clients, guests, customers and attending public. EXAMPLES OF DUTIES Proactively seek and establish guest contact to create and maintain successful working relationships while serving as the key liaison for the venue. Determine, document, and disseminate guest needs via written, verbal, and computer management systems including schematics, event set-up sheets, service order requests, technology requirements, and food and beverage orders. Supervise, instruct, and direct set-up crews, stagehands, cleaners, and other Center staff in the proper execution on-site. Guide guests in event preparation by interpreting and explaining contract provisions, policies, and procedures. Coordinate and communicate event information, timelines and needs respectively to third-party service contractors; including, but not limited to, food service, box office, audio/visual, rigging, security, safety, EMS, and equipment rental. Ensure customer compliance with Federal, State, Local, and Center rules and regulations. Assist in hiring, training, and oversight of various events, front-of-house, operations, and temporary staff. Education, Experience and Special Requirements Education, Training and Experience: Any combination of education, training and experience equivalent to a Bachelor's degree is required. Applicants must also possess at least three (3) years of experience coordinating public events such as trade or consumer shows, business conferences, performance shows, and/or sporting events. Special Requirements: Must have a valid driver's license, or access to reliable personal transportation, or equivalent. Must be available to work beyond an 8-hour work day, on-call on any shift, during scheduled events on nights, weekends and holidays, and during emergencies. The AEC is an event center, serving the public on site, so this position requires that the incumbent work on site at the AEC, not remotely. Background Check Statement: Some positions may require a criminal background check which can include fingerprinting due to the nature of the job's responsibilities. Wisconsin's Fair Employment Law, s. 111.31 - 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, Dane County may disqualify an applicant if the position's responsibilities are substantially related to the applicant's criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the business, its employees, customers and vendors, etc.). Management reserves the right to make employment contingent upon successful completion of the background check. For Bilingual Positions:

Provide services in both English and the required foreign language (e.g., Spanish, Arabic, Hmong, etc.).

Applicants being considered for bilingual positions will be tested during the recruitment process prior to employment. This will primarily consist of passing an oral language proficiency assessment from English to foreign language and foreign language to English, but may require additional language testing, such as written translation, if it is an essential function of the job.

*If applicable, individuals may confirm with the Employee Relations Division whether results of bilingual language certifications/ examinations they currently hold qualify them for the position's bilingual designation. Physical and Environmental Work Requirements: The work environment is one of constant change and driven by contractual deadlines that must be met. The work takes place in a variety of locations both indoors and outdoors. Requires frequent walking, standing, and may be subject to adverse working conditions including crowded spaces, loud environments, dusty/dirty locations, poor weather, and associated outdoor elements. Knowledge, Skills and Abilities Exceptional knowledge of the hospitality and/or event industry including terminology, equipment, trends, and successful guest service methods. Excellent communication skills (verbal and written) and interpersonal abilities to communicate tactfully, effectively, and professionally with internal and external entities. Ability to work effectively with diverse groups of people. Ability to work effectively as part of a team and independently with limited supervision. Ability to understand and assist in enforcing facilities' exclusive services, policies, and Life Safety fire code(s) and ordinance(s). Ability to perform leadership roles and job tasks and effectively adapt to change, process multiple tasks under time sensitive deadlines in a fluid environment. Ability to effectively and professionally direct others in task execution. Detailed oriented, excellent problem solving and organizational skills. Demonstrated excellent record of dependability and reliability. Demonstrated professional presentation, appearance, and work ethic. Proficient computer skills and knowledge of routine office software and equipment. Become a part of the Dane County Team! We offer a wide range of benefits including fully paid dental and HMO health insurance premiums for full time employees/pro rated for part time employees. The County will also provide contributions towards POS health insurance premiums and short/long term disability. Additional benefits available include long term care, vision coverage, flex spending account and deferred compensation programs paid in full by the employee and a wellness program. For further details on insurance benefits visit Bilingual Pay: Employees who work in bilingual designated positions receive an additional $2.00 per hour. Undesirable Hours Premium Pay: Employees may receive undesirable hours pay of $2.00 for anytime worked between 6:00 p.m. and 6:00 a.m and for anytime on Saturday and/or Sunday. (not applicable with all employee groups). Paid Parental Leave: Dane County also provides 12 weeks of paid parental leave for birth or adoption of a child. Caregiver Leave: Dane County offers 80 hours of paid leave to care for an ill family member. Telecommuting: Telecommuting allows employees to work remotely for all or part of their workweek. Dane County considers telecommuting to be a viable, flexible option when both the employee and the job are suited to such an arrangement. Dane County will permit telecommuting when it benefits the productivity of the employee and their department and if determined by employee's department that telecommuting is not detrimental to either the County or the employee. Student Loan Forgiveness: If you are employed by a government or not-for-profit organization, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness (PSLF) Program. WI Retirement System: Employees hired after 7-1-11 must be expected to work a minimum of 1200 hours annually to be enrolled in the Wisconsin Retirement System when hired. Like our Facebook page: Dane County participates in E-Verify. For more information see the Notice of E-Verify Participation and Right to Work posters here and then the 'here' links to this page: 01 Do you have any combination of education, training and experience equivalent to a Bachelor's degree?

• Yes
• No

02 Do you have at least three (3) years of experience coordinating public events such as trade or consumer shows, business conferences, performance shows, and/or sporting events?

• Yes
• No

03 If you answered yes to Questions 1 and 2, please explain how you meet those requirements. 04 THIS QUESTION IS GRADEDThe Event Coordinator is responsible for planning, coordinating, and overseeing all phases of events to include advance planning, day-of-event details, day of event staffing/management, invoicing preparation, and post-event evaluation. Please describe the types, size and number of event(s) you have been responsible for and then identify how you have planned and coordinated the details of multiple events at the organization(s) where you worked, in a timely, efficient and customer-oriented manner. Please also describe how you managed key details of many parts of event(s) including catering, AV, staffing, parking, safety, and security. Please also describe any software products you have used to perform these duties. 05 THIS QUESTION IS GRADEDThe Event Coordinator plays an important role as the liaison between the customer and the Center operations staff. In the previous question, you explained how you have planned and coordinated the details of multiple events. For this question, please describe the most complex event you had to plan, manage, and evaluate. Discuss your specific role, duties performed in the coordination, size of the event, number of persons in attendance, facilities used, and the length of the event. Describe the level of customer satisfaction and whether there was repeat business from the customer. What were the challenges and how were (or weren't) they resolved? How did you work creatively with other team members to ensure success? 06 THIS QUESTION IS GRADEDA major focus and goal of this position is to establish contact and build effective working relationships with a diverse group of individuals from clients, co-workers, third party vendors and City and County officials while ensuring compliance with federal, state, local and Center rules and regulations. The Event Coordinator is also involved in various levels of training and assisting staff from various internal departments and serves as acting event manager on duty as assigned. Please detail your experience in creating, overseeing, working with, and guiding others in a diverse team environment within the above spectrum in what is often a time sensitive, fluid environment. How do you establish, maintain and fix, as needed, these relationships to ensure successful relations and events? Also, please incorporate these skills and abilities into how you managed the day-of event operations. Required Question