Job description

Entertainment Director

The Entertainment Director will be responsible for planning, coordinating, and hosting weekly resident events and quarterly large events while obtaining sponsorships. They will also be responsible for marketing the properties and attending marketing events in the area to promote our luxury apartment communities. This role requires experience in coordinating logistics and handling multiple vendors to create large events.

The Entertainment Director will report to ownership weekly on future events, successes of previous events and suggest new, out of the box ideas to engage residents in the community social entertainment. On matters of budget and community-specific needs, the Entertainment Director reports to the Community Manager at each community. All work will be done under personal responsibility, with no local direct manager managing time or projects. The Entertainment Director is responsible for getting all reports and events executed on time and as planned. Assistance will be provided by office and maintenance staff as requested and will be managed by the Entertainment Director. The purpose of this role is to create a community environment, a sense of home and lifestyle that makes residents want to renew, and invite their friends to move in as well. Below is a more detailed look at specific responsibilities and tasks of this position.

General Responsibilities/tasks:

· Using owner-assigned monthly budget, plan each month’s calendar for each community.

o Average should be 3 events per community per week (not counting fitness activities and classes)

o Mixers are a great way to add events for both communities with one event

o Third-Party or Hosted events are events sponsored by local businesses. These are a great way to add events to the calendar for zero or little cost while providing the residents with great services.

o Get budget approval from each CM, breaking down the planned events, and where the money will be spent.

· Create a graphic, monthly calendar for print and electronic distribution.

o Change posted signs with each month.

o Ensure all leasing staff understand the month’s events and have a copy of the calendar to print as needed.

· Send monthly breakdown email to Hospitality Director and CM including budget vs. estimate, list of sponsors and their contributions.

· On a monthly basis send weekly recap to all stakeholders. Recap includes images, attendance, and notes on each event per location. Outline of such recap to be provided.

· Foster relationships with local businesses, seeking event sponsorship and partnerships.

· Keep chalkboards current with next event

· Schedule and send reminder notifications for all events using Callmax and Mobile Doorman and flyers throughout the clubhouse including use of TV’s in clubhouse to advertise such event.

· Purchase all event supplies needed

· Set up events including sign in sheet.

o Food should be displayed in an easy to access and aesthetically pleasing way

o Decorations may be kept at a minimum for smaller events, and should be easy/quick to set up and break down for larger events. You may have 1 assistant for set up, and a team who has worked a very long day for breakdown. Focus on big impact décor. Balloons are a great staple!

· Run/host events

o Get to know the regulars, engaging them in conversation

o Invite new residents into the conversation, connect them with current residents based on common interest.

o Request an assistant from the leasing staff for larger events or crafts like Bingo, Tie Dye, Karaoke, etc. The CM will schedule this.

· Break down events, cleaning up and leaving the space as it was before the event.

· Plan and execute 5 larger resident parties per year (See event details at the end):

o Spring- Prom/ Dance Party

o June- Summer Kick-off Pool Party (extra budget for this month)

o August- End of Summer Pool Party

o October- Halloween

o December- Holiday (extra budget for this month)

· Other popular larger events:

o Sip & Shop- 20+ vendors held in April/May and Nov/Dec

o Super Bowl Parties

§ Since this is two large events at the same time, a team of 2-3 people will need to be scheduled to run the event at whichever location you are not at.

· Manage Community Gardens (where available)

o Communicate with residents about plot availability and distribute signup forms

o Assign plots and ask CM/CAM to rent them in Onesite

o Communicate with gardeners throughout the season

o Moderate the Facebook group for Silver Gardeners

o Ensure all plots are cleared out and ready for each season

o Schedule and host Garden info session at start of sign ups

· Breakfast Liaison

o As breakfast falls under the same category as events, the Event Planner works closely with breakfast attendants and the CM to ensure proper food ordering and correct serving utensils are provided.

o Meets with Hospitality Director and Breakfast attendants occasionally to ensure proper food safety and uniform set up is being achieved.

o The weekend attendant is required to help or run one event per month. Generally this can be brunch, movie night, or assistance on a larger event.

· Manage staff during large events

o Create an event timeline and assign staff specific responsibilities during large events. Large events are all hands on deck, so let all staff including maintenance know the dates as soon as possible.

o Significant others may attend larger events so long as they do not distract the employee from their tasks and from socializing with residents

o Residents LOVE seeing all staff as real humans during events. One fun touch that’s become a tradition at the Holiday party and occasionally at pool parties is to ask everyone to make a dessert. Desserts can be as simple as rice crispy treats or as involved as bon-bons or decorated cake pops. Silver purchases all ingredients from the event budget and each team member makes something. Signs indicate who made what, and it’s always fun to see who is a surprise baker or is super creative.

o Communicate with staff during pre-event meeting or email expected dress code. All staff should have a Silver t-shirt which can also be worn during non-themed pool parties or outdoor marketing events.

· Marketing

o Attend Chamber of Commerce events and arrange for Silver Collection to host at least 1 event per year

o Assist leasing team in developing, promoting and executing open house events and creative marketing pushes

o Report all meetings and new connections to the CM so they may include them in their weekly report for marketing

o Supply input and suggestions on marketing strategies, and using events to bring the public into the community

o Post on social media to promote events and also to show off post-event to prospective residents checking us out

o Represent Silver Collection as needed at tables and booths in the community and at events

· Partner Businesses

o When a company brings in coupons, flyers, etc. for us to use in our welcome packets, inform them that we only allow Partner Businesses to be included in our packets.

o To be a Partner business, they must host a Silver Social (see above) or sponsor one of our larger events with donated services or materials.

o Ensure that all printed materials used by the leasing staff to make their welcome packets are from partner businesses and reach out to ones who haven’t sponsored in over 1 year.

· Fitness Events

o Maintain a relationship with our fitness instructors and develop new partnerships

o Ensure that all trainers have submitted the required insurance and tax information to Pegasus before teaching in our facilities.

o Promote fitness programs to the communities

· Petty Cash Card/ Invoicing

o To be used to purchase event and community supplies

o Event Planner is responsible for entering all receipts into Ops and submitting in a timely fashion

o Alert CM to any charges that posted after the 24th of the month that need to be charged to that month. The 25th starts a “new month” so all charges from the 25-31st that are not for the following month need to be adjusted by the CM in month end changes.

o If a Petty cash card is maxed out (it resets on the 14th and 29th) You may use a personal card and submit for reimbursement using the app Concur.

o Enter all invoices into Ops including event-specific orders from US Foods

Large Event info and examples of what we have done in the past that worked well:

· Spring- Prom/ Dance Party

o Finger foods

o Partnership w/Lydia’s Prom Closet for free dresses and donations

o Shuttle from Waterford to The Park

o Prom King & Queen randomly selected from folks who RSVP’d by a certain date

o Photo booth- don’t bother with the printer, just email/text/FB post

§ Photo on Demand

o Mixer event

o Before Prom, we did a Dance of the Decades dance party

o Use social media and community voting (for theme) to hype up the event

· June- Summer Kick-off Pool Party

o Grill burgers and dogs

o BBQ sponsor

o One big attraction- ice cream truck, slushie machine, inflatable bull, door prizes, etc.

· August- End of Summer Pool Party

o “Taste of your City” local restaurants sponsor by servings up samples of their food.

o Salad Showdown- salad making competition also adds food for little cost.

· October- Halloween

o Costume contest, dancing, themed décor and food/bev

· December- Holiday

o Staff make a dessert and makes signs noting who made what- residents LOVE the personal touch

o Lots of food and drink, this is a big event

o Host on an off night like a Tuesday in early December to avoid clashing with company and family parties

o Raffle “Yankee Gift Swap/Bad Santa”- Arrange all prizes on the table, but some are wrapped and you don’t know what they are, they just have a value on them. All prizes have at least a $15 value. Some are rent credits, some are donated, and some are purchased. Hand out raffle tickets at the door. First number drawn, gets to pick any prize they want. The next person picks from what’s left and so on and so forth until all prizes are gone. There is no swapping or peeking at wrapped gifts.

· All large parties

o Use the step and repeat (aka selfie wall) as a photo op with props and banners.

o Use beverage coolers for beer and non-alcoholic beverages (one for each)

o Hire a professional photographer for signature events if available. Residents are a great resource.

o Lights, balloons and inflatables give maximum visual impact with minimal time investment.

Job Type: Full-time

Pay: $65,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Relocation assistance
• Vision insurance

Schedule:

• 8 hour shift
• Evening shift
• Holidays
• Weekend availability

Ability to commute/relocate:

• Fredericksburg, VA 22401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Entertainment: 3 years (Required)

Work Location: One location

colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.