Event Coordinator

Position Title: Event Coordinator – IMAGINE Dance Challenge (DanceOne)
Department: Events / Touring
Reports To: National Director – IMAGINE 
Location: Remote when not on tour; extensive travel throughout the U.S. during event season (primarily weekends)

About DanceOne & IMAGINE

DanceOne is a family of leading dance competition and convention brands across North America. IMAGINE Dance Challenge is one of our premier tours, delivering high-energy, professionally run events where dancers, parents, and studios feel supported, inspired, and celebrated.

The Event Coordinator – IMAGINE plays a key role in planning and executing our events, ensuring every weekend on tour runs smoothly—from registration to awards.

Position Summary

The Event Coordinator supports the National Director and touring team with all aspects of event planning, preparation, and on-site execution for the IMAGINE tour. This role is highly detail-oriented, requires excellent customer service, and involves significant weekend travel and hands-on work at live events.

Key Responsibilities

1. Pre-Event Planning & Administration

• Assist with creating and maintaining event timelines, checklists, and run-of-show documents for IMAGINE tour stops.

• Review studio registrations and schedules; help identify conflicts, timing issues, and special requests.

• Communicate with studios, studio owners, and independent dancers regarding event details, changes, and confirmations.

• Support the National Director with venue coordination (room layouts, seating, dressing rooms, load-in/load-out logistics, etc.).

• Help prepare and ship/track event materials (awards, signage, merchandise, registration kits, paperwork).

• Maintain accurate data and records in company systems (e.g., registration platforms, internal trackers, Monday.com, etc.).

2. On-Site Event Execution

• Arrive early for each event to assist with load-in, set-up, and event area organization (front desk, merchandise, awards, lobby flow, backstage).

• Run or assist with front-of-house operations: check-in/registration, answering questions, distributing wristbands, handling schedule changes, etc.

• Support backstage and stage management as needed (line-up, music check, communication with MC/technical team).

• Ensure event runs on or as close to schedule as possible; help manage quick changes and problem solve in real time.

• Assist with awards ceremonies (organizing trophies, tabulation support, lining up dancers, directing foot traffic).

• Participate in load-out and strike at the end of each event, ensuring venue is left clean and organized.

3. Customer Experience & Communication

• Serve as a friendly, professional point of contact for studios, dancers, and parents at all times.

• Handle questions, concerns, and complaints with empathy and a solutions-oriented mindset.

• Reinforce and model DanceOne’s and IMAGINE’s standards of safety, professionalism, and inclusivity.

• Escalate sensitive issues or conflicts to the National Director or HR when appropriate.

4. Post-Event Follow-Up

• Assist with post-event reporting: attendance, feedback, incident reports, and other data as needed.

• Help track and resolve any post-event issues (missing awards, corrections, follow-up emails).

• Provide feedback on what worked well and where processes can be improved for future events.

5. Teamwork & Culture

• Work closely with the National Director, tour staff, production team, and other DanceOne brands when needed.

• Contribute to a positive, collaborative tour culture—even under pressure and long hours.

• Participate in pre-season trainings, rehearsals, and meetings as scheduled.

Qualifications

Required:

• 1–3 years of experience in events, hospitality, customer service, production, or related field.

• Strong organizational skills with high attention to detail and accuracy.

• Excellent verbal and written communication; comfortable speaking with parents, teachers, dancers, and venue staff.

• Ability and willingness to travel extensively on weekends during the tour season, sometimes multiple days in a row.

• Ability to work long days on your feet and lift/move equipment and boxes (up to ~40–50 lbs).

• Proficiency with basic office tools (email, spreadsheets, Google Workspace / Microsoft Office).

• Professional, reliable, and calm under pressure.

Preferred:

• Experience in the dance/cheer/performing arts industry or at live youth events.

• Familiarity with event registration or scheduling platforms.

• Previous touring experience (dance competitions, conventions, sports tournaments, or similar).

Work Schedule & Travel

• Heavy weekend work during tour season (Friday–Sunday; some Thursday/Monday travel).

• Off-season hours may be more traditional weekday schedules with prep and admin work.

• Travel may include flights, long car/van rides, and overnight hotel stays most weekends in season.

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