Category: Venues/Promoters/Festivals

Reports To: VP of Event Operations
Department: Event Operations (Live Experiences)
Location: Fort Lauderdale, FL (Hybrid) with domestic and international travel required.
Position Overview
The Event Operations Coordinator is responsible for organizing, coordinating, and supporting the operational planning and execution of Whet Travel's live experiences, including festivals at sea, destination events, corporate retreats, and special programs.
This role serves as the operational backbone of every event by maintaining timelines, coordinating vendors, tracking inventory, managing documentation, supporting production logistics, and ensuring every operational detail is planned, communicated, and executed to the highest standard.
The ideal candidate is highly organized, thrives in a fast-paced environment, anticipates problems before they happen, and enjoys bringing order to complex projects. This role is designed as a leadership development position with a growth path into Event Operations leadership.
Key Responsibilities
Event Planning & Coordination
• Coordinate operational planning for all Whet Travel events from initial planning through post-event reconciliation.
• Build and maintain comprehensive event master plans, timelines, production schedules, and project trackers.
• Coordinate cross-department deadlines and ensure accountability across all operational workstreams.
• Prepare meeting agendas, action items, and follow-up documentation.
Logistics Management
• Coordinate freight, shipping, receiving, warehouse logistics, and equipment movement.
• Maintain inventory records and chain-of-custody documentation.
• Assist with packing plans, pallet tracking, equipment manifests, and post-event inventory reconciliation.
• Coordinate event credentialing and operational documentation.
Vendor & Contractor Coordination
• Maintain vendor and contractor databases.
• Track contracts, insurance certificates, deadlines, and required documentation.
• Coordinate vendor communication leading up to each event.
• Assist with operational negotiations and logistical planning.
Cruise & Venue Operations
• Coordinate operational submissions required by cruise lines, venues, ports, and destination partners.
• Prepare operational documents including:
• Cruise Plans
• Event Schedules
• Production Timelines
• Venue Requests
• Equipment Lists
• Staff Assignments
• Credential Lists
• Emergency Contact Lists
• Operational Briefs
SOPs & Process Improvement
• Maintain and update Standard Operating Procedures.
• Document operational workflows and best practices.
• Identify opportunities to improve efficiency and reduce risk.
• Help standardize operational processes across all events.
Inventory & Asset Management
• Maintain inventory databases for production, merchandise, hospitality, signage, and event assets.
• Coordinate warehouse organization and equipment tracking.
• Assist with procurement, repairs, replacements, and inventory audits.
Event Execution
Travel to events and support onsite operations by:
• Coordinating vendors and contractors
• Managing operational checklists
• Supporting production teams
• Monitoring timelines
• Tracking issue resolution
• Assisting with guest and artist logistics
• Supporting load-in and load-out operations
• Preparing daily operational reports
Reporting & Documentation
• Produce event recap documentation.
• Track operational KPIs.
• Maintain project documentation.
• Update dashboards and operational reports.
• Ensure event records are complete and organized.
Qualifications
Required
• 2-5 years of experience in event operations, logistics, project management, hospitality, live events, production, or related fields.
• Exceptional organizational skills.
• Strong written and verbal communication.
• Experience managing multiple projects simultaneously.
• Advanced proficiency with Google Workspace.
• Comfortable learning new software and systems.
• Willingness to travel domestically and internationally.
Preferred
• Live event or festival experience.
• Production or technical event knowledge.
• Inventory management experience.
• Monday.com, Asana, ClickUp, or similar project management platforms.
• Experience coordinating vendors and contractors.