Category: Venues/Promoters/Festivals

Primary Role
Assist with onsite execution, schedule adherence, décor implementation, contractor coordination, wedding and program logistics, and live run-of-show alignment across all Whet Travel events.
Supports onsite event operations under the leadership and direction of the VP of Event Operations, who serves as the overall onsite lead.
Reports to the VP of Event Operations.
Core Responsibilities
Schedule Adherence & Execution Oversight
• Ensure all load-in and load-out schedules are followed.
• Monitor timing, readiness, and daily priorities.
• Escalate operational risks to VP early.
• Enforce adherence to approved run of show and event timelines.
Event Logistics & Live Operations
• Own daily event timelines and live run-of-show execution.
• Coordinate staffing and onsite operations teams.
• Execute approved logistical plans for venues, setup, breakdown, transportation, accommodations, and food and beverage.
• Track operational invoices and flag variances to VP or Finance.
Terminal & Boarding Operations
• Own terminal staff coordination.
• Manage early boarding lists and access permissions.
• Coordinate guest, staff, and vendor flow.
• Resolve day-of boarding execution issues.
Decor & Theme Execution
• Own decor execution and quality control.
• Execute approved creative direction and stage themes.
• Oversee daily and nightly theme transitions.
• Ensure visual environments match approved plans.
• Ensure Destination & Pre Party decor and branding match approved plans.
Dancers & Programming Logistics
• Coordinate scheduling and placement of dancers and specialty performers.
• Manage call times, movement, and stage flow coordination.
• Ensure programming aligns with the approved run of show.
• Escalate production or safety conflicts to VP.
Weddings & Vow Renewals Execution
• Execute approved wedding and vow renewal logistics onsite.
• Align ceremony timing with overall event schedule and venue availability.
• Coordinate decor setup and breakdown per contracted scope.
• Manage guest flow and ceremony placement.
• Ensure execution matches contracted agreement.
• Escalate scope conflicts or execution risks to VPOEO and Strategic Partnerships.
Contractor & Vendor Coordination
• Manage day-to-day communication with non-production contractors and vendors.
• Track readiness and deliverables.
• Enforce approved scope boundaries.
• Escalate vendor performance issues early.
Cruise Plan Tracking & Cross-Team Alignment
• Own the cruise plan project.
• Track blockers, risks, and open items.
• Flag missed deliverables without absorbing ownership for other departments.
• Bring structured issue reporting into weekly L10 meetings.
Admirals Club (Bottle Service) Oversight
• Admirals Club operational oversight with financial reporting going to Accounting Lead.
• Ensure value delivery and experience standards are upheld onsite.
• Coordinate with Captain Engagement and Marketing as needed.
Post-Event Reporting
• Compile execution summaries and lessons learned.
• Provide structured operational recap to leadership.
• Identify repeat breakdowns and escalate for system correction.