Tour Operations Coordinator ID Dance Competition West Hollywood, CA Job Details Full-time $72,000 - $90,000 a year 4 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Hospitality Sourcing Event planning Venue selection Bachelor's degree Data management Attention to detail Managing event budgets Contracts Events management Full Job Description Job Description The Tour Operations Coordinator will report directly to the Chief Operating Officer and play a key role in the planning and preparation of our events. This position will be responsible for managing venue and hotel logistics from initial sourcing through final reconciliation. The ideal candidate is highly organized, comfortable managing multiple events simultaneously, confident communicating with hotels and venues, and capable of maintaining accurate budgets, contracts, deadlines, and operational documentation. Strong follow-through, attention to detail, financial awareness, and the ability to proactively identify potential issues are essential for success in this role. Key ResponsibilitiesVenue Coordination Research, identify, and evaluate potential venues for regional and national events based on event requirements, availability, location, capacity, and budget. Manage the venue sourcing and booking process, including inquiries, proposals, negotiations, contract review, date holds, and securing event dates. Maintain ongoing communication with venue contacts throughout the planning process to provide event details, schedules, Certificates of Insurance, and other required documentation. Request, collect, review, and organize necessary venue documentation, including but not limited to, floorplans, technical specifications, riser charts, power information, security policies, loading information, and venue guidelines. Coordinate venue-related logistics including ballroom and exhibit hall holds, load-in and load-out requirements, AV regulations, labor requirements, union guidelines, security, cleaning, HVAC, power, and other operational needs. Work closely with the production team, logistics and event directors to gather venue information and assist in the creation and distribution of venue diagrams, info sheets, show documents, and other event materials. Maintain accurate venue budgets for each event, including projected costs, contracted costs, deposits, additional expenses, and final actual spend. Track projected versus actual event expenses throughout the planning cycle and maintain accurate, up-to-date event cost totals. Review venue invoices for accuracy, reconcile final charges against contracted rates and approved expenses, and identify billing discrepancies before payment. Track important contractual deadlines including deposits, payment schedules, cancellation dates, insurance requirements, and other venue obligations. Maintain organized records of venue contracts, proposals, invoices, floorplans, payment schedules, and supporting event documentation. Hotel Coordination Research and source hotels capable of accommodating staff, judges, crew, and other traveling team members for each event. Request hotel proposals and negotiate group room blocks, room rates, concessions, amenities, complimentary rooms, upgrades, parking, meeting space, and contract terms. Maintain ongoing communication with hotel sales and event managers leading up to each event to confirm rooming lists, check-in arrangements, billing instructions, arrival details, and special requests. Coordinate lodging logistics for traveling team members and ensure accurate rooming lists are prepared, updated, and submitted within required deadlines. Monitor hotel room block pickup and proactively manage potential attrition, overages, room shortages, and other contractual concerns. Track and confirm fulfillment of negotiated hotel concessions including complimentary rooms, credits, upgrades, amenities, parking, meeting space, and other contracted benefits. Develop and maintain hotel budgets for each event, including projected room costs, taxes, fees, concessions, and anticipated lodging expenses. Track projected lodging costs against actual hotel spend and update totals as rooming needs, rates, and billing details change. Track hotel contractual deadlines including rooming list due dates, cutoff dates, deposit requirements, cancellation terms, attrition dates, and payment schedules. Review final hotel invoices and folios for accuracy, reconcile charges against contracted rates and approved rooming lists, and identify discrepancies prior to payment. Budgeting, Tracking & Administration Maintain centralized event trackers containing venue and hotel status, contracted costs, projected expenses, actual expenses, payment deadlines, contractual obligations, and outstanding action items. Assist with tour-wide budgeting and forecasting by compiling anticipated venue and hotel expenses across the annual event calendar. Coordinate deposits, payment requests, and final billing documentation with the accounting team to ensure payments are submitted accurately and on time. Conduct post-event financial reconciliation and maintain historical venue and hotel cost data to improve budgeting and sourcing decisions for future events. Compare historical, projected, and actual event costs to identify trends, cost increases, savings opportunities, and areas requiring additional review. Identify opportunities to reduce costs through negotiations, concessions, alternative sourcing options, and long-term venue and hotel relationships. Maintain organized and accessible records for each event to ensure contracts, financial information, venue documentation, hotel information, and operational materials remain current and complete. Qualifications Bachelor's degree in Event Management, Hospitality, Business, Operations, or a related field preferred but not required; equivalent professional experience will be considered. Previous experience in event planning, hospitality, venue sourcing, hotel sales, group travel, touring operations, or event coordination preferred. Excellent organizational and time-management skills with the ability to manage multiple events and deadlines simultaneously. Strong attention to detail, particularly when reviewing contracts, budgets, invoices, rooming lists, and event documentation. Strong written and verbal communication skills and confidence communicating professionally with venues, hotels, vendors, and internal teams. Comfortable negotiating rates, contract terms, concessions, and event-related costs. Strong numerical skills and the ability to maintain accurate budgets, expense trackers, and projected-versus-actual cost reporting. Proficiency with Microsoft Office and/or Google Workspace, particularly Excel or Google Sheets. Ability to work independently, take ownership of assigned responsibilities, and proactively follow up on outstanding information and deadlines. Adaptable, solutions-oriented, and comfortable working in a fast-paced touring event environment. What We Offer Competitive salary of $72,000-$90,000 based on experience. Benefits package for eligible full-time employees. Opportunities for professional growth and increased responsibility within a growing event organization. A collaborative, energetic, and fast-paced working environment. The opportunity to play a meaningful role in the planning and execution of large-scale touring events across the United States.

Pay:

$72,000.00 - $90,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred) Ability to

Commute:

West Hollywood, CA 90069 (Preferred)

Work Location:

In person