Event Coordinator (Southwest)

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com .

WORK TYPE Onsite

LOCATION DETAILS 14460 Varsity Brands Way, Farmers Branch, TX 75244

WORK HOURS

This position is not eligible for relocation assistance . Candidates must currently reside within a reasonable commuting distance of our (Farmers Branch, TX) location and be able to work onsite as required.

Shift hours Monday through Friday in office 8am-5pm

During the peak event season, which runs from October through May , the individual should anticipate being available 2–3 weekends per month to support event operations.

This role requires significant travel and flexibility. Regular event travel and attendance at staff meetings and training are essential components of the position. Event travel will frequently include overnight stays. Event travel (30-40%) and attendance at staff meetings & training required.

HOW YOU WILL MAKE AN IMPACT

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Varsity Brands is looking to hire a Event Coordinator – in Farmers Branch.  The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for planning, coordinating, and executing assigned competitions while ensuring operational excellence, financial performance, safety, and customer satisfaction.

This role manages event budgets, staffing, vendor relationships, venue logistics, and cross-functional partnerships throughout the event lifecycle. Serving as the primary operational lead for assigned events, the Event

Coordinator drives successful event execution through detailed planning, effective communication, sound decision-making, and leadership of onsite event staff responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

WHAT YOU WILL DO

Manage Cost of Sales (COS) for Corresponding Events

- Establish event budgets during the planning season based on divisional goals and historical event margins; manage within approved budgets and reforecast as needed throughout the season.
- Actively review, analyze, and negotiate vendor pricing that will convert to actuals against budget.
- Determine and direct departmental spending with direct impact on event budgets.
- Develop reliable financial forecasts and partner with the Finance Manager to produce accurate and timely financial reports.
- Ensure purchase orders are created and event invoices are submitted timely, properly coded, and remain within budget.
- Manage all post‑event settlements, reporting, and payments in a timely and accurate manner.
- Responsible for ensuring margin expectations are achieved for each managed event.
- Conduct post‑event assessments and provide recommendations for process and margin improvements.

Office Responsibilities

- Advance and coordinate a predetermined number of competitions, completing all required planning checklist tasks.
- Partner with cross‑functional teams to ensure alignment and adherence to established best practices.
- Coordinate with venues to develop event diagrams and manage event logistics, including production support, staging, seating, utilities, and related needs.
- Collaborate to assess and determine overall event staffing requirements, as applicable.
- Oversee and/or manage the securing of event contract labor, including security, EMTs, stagehands, riggers, and other required support.
- Coordinate with third‑party equipment and service providers, including staging, sound, lighting, video, staffing, and security.
- Collaborate with internal partners such as retail, sponsorship, streaming video, and other key stakeholders.
- Ensure Certificates of Insurance (COIs) are secured and in place for each event.
- Create and/or oversee the development of general schedules, performance orders, and confirmation packets.
- Submit, or direct office staff to submit, packing lists to logistics teams for event gear, supplies, and awards.
- Submit venue checklists, safety documentation, and health and safety procedures/policies as required.
- Communicate and collaborate with other event coordinators to share best practices and operational learnings.
- Work closely with the Customer Experience Team to support a cohesive and positive attendee experience.
- Execute event closeout responsibilities, including final financials, closeout reports, final inventory counts, and escalation of outstanding issues to appropriate parties.
- Conduct post‑event reviews and provide recommendations to leadership for improved future event operations.
- Collect, compile, and provide data as needed for internal research, analysis, and reporting.
- Collaborate with internal partners to assess and determine overall event safety needs, including required equipment and personnel.
- Provide financial and/or event‑related data upon request to regional and national leadership.

Event Responsibilities

- Serve as the onsite Event Director for assigned events, acting as the highest‑ranking event staff member on site.
- Oversee 20–40 event staff per event and manage any staffing issues that fall under the responsibility of the Event Director.
- Coordinate with venue leadership, including the venue coordinator, concessionaire/catering manager, security lead, and other on‑site vendors.
- As the senior Varsity representative onsite, exercise sound judgment and discretion to make adjustments to event details as needed, including event layout and flow.
- Proactively plan for and mitigate scenarios that may impact on the integrity, safety, or execution of the event.
- Coordinate and/or oversee logistics and production teams in partnership with shipping and trucking providers.
- Meet with venue contacts in advance and onsite to plan and confirm details for each event day.
- Communicate with coaches regarding event details and conduct and/or participate in coaches’ meetings.
- Use appropriate authority to make real‑time financial decisions that directly impact safety while maintaining fiscal responsibility.
- Oversee the setup, execution, and troubleshooting of all events‑related systems and operational processes.

Additional Job Functions:

- Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)

QUALIFICATIONS

KNOWLEDGE/ SKILLS/ ABILITIES

- Working knowledge of Salesforce, UKG, and Workday, including the ability to input data and pull reports.
- Knowledge of Social Tables (event diagramming software).Strong proficiency in Microsoft Excel, along with other Microsoft Office applications.Proven leadership skills, including the ability to lead teams, set direction, and drive results.
- Strong organizational skills with a high level of attention to detail.
- Excellent verbal and written communication skills.
- Ability to work independently while also collaborating effectively as part of a team.
- Ability to multitask and work efficiently in a fast‑paced environment.
- Strong time management skills with close attention to deadlines and timelines.

Supervisory Responsibility

This position does not have direct supervisory responsibility in the office environment. However, while onsite at events and when serving as the Event Director, this individual provides direction, coordination, and oversight to event staff to ensure efficient operations, adherence to established procedures, and successful event execution.

EDUCATION/ EXPERIENCE

- Bachelor’s degree in business or related field or equivalent work experience.
- Experience of at least 3 years in events is preferred.
- Experience or exposure to the cheer or dance industry is a plus

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required.

During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

#LI-EM1

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.

OUR VALUES

Service -  We lead with heart. We champion community.

Passion -  We love what we do. It fuels our purpose.

Integrity -  We do what we promise. We own our actions and decisions.

Respect -  We earn it by giving it. Because everyone deserves it.

Innovation -  We never stop striving to be better. For ourselves and our community.

Transparency -  We are committed to openness and honesty in everything we do.

OUR BENEFITS

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

- Comprehensive Health Care Benefits
- HSA Employer Contribution/ FSA Opportunities
- Wellbeing Program
- 401(k) plan with company matching
- Company paid Life, AD&D, and Short-Term Disability
- Generous My Time Off & Paid Holidays
- Varsity Brands Ownership Program
- Employee Resource Groups
- Access to Financial Coaching and member-owned Credit Union
- St. Jude Partnership & Volunteer Opportunities
- Employee Perks including discounts on personal apparel and equipment!

Eligibility for company-sponsored benefits is determined by scheduled work hours, and the terms of the applicable benefit plans. Benefit offerings and eligibility requirements may vary by position and are subject to change in accordance with plan documents and applicable law.

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.