Houston Marathon Committee: Coordinator, Venue Operations

reports to the General Manager & Managing Director, Operations

 

Job Description & Responsibilities

updated May 22, 2019

 

 

To apply for this position, send resume and cover letter to:

Nathan Schaffer

Senior Manager, Elite Athlete Program & Race Operations houstonmarathonjobs@gmail.com

 

Phone interviews will begin on June 10.

Goal for onboarding is early July to early August.

 

Venue Management – George R. Brown Convention Center (GRB)

Oversee All Race Day Pre- & Post-Race Service Areas: Finisher Merchandise, Gear Check, H-E-B Breakfast, Runner Reunion, Information Booth, Finisher Photos, Port-a-Cans, Church Services, etc. An established volunteer team will help you accomplish the build, execution and tear-down on event week. The former Venue Operations staff person has moved to a new position within the marathon staff and will be available to help train you throughout the planning process.

 

  • Oversee all planning and execution for race-day participant services offered within the GRB, including processes and systems, physical infrastructure design, supplies and equipment, volunteer team members, vendors and contractors
  • Work with committee members, sponsors and vendors to design and implement efficient systems and processes for individual areas within the GRB, always keeping the customer experience in mind
  • Host meetings with volunteer committee chairs to assess needs, distribute information and receive feedback, adjust as needed based on their input and feedback
  • Design the physical space for all areas; work with the CAD vendor to accurately diagram
  • Contract and coordinate with vendors to ensure timely and correct set-up, including banners, fencing, tables, chairs, stages, A/V equipment, IT equipment, electrical, plumbing, etc.
  • Develop schedule for race week build, including production timelines and delivery schedules for the volunteer team, vendors and contractors
  • Coordinate with staff members who own areas housed within the GRB. Help others to define their space and equipment needs, and then include the set-up and tear-down of these areas within the overall venue plan. These groups include Medical, Media, Volunteers, and VIP Services. The Venue Manager is not responsible for these areas, but the Venue team sets up all areas housed within the GRB, except for the EXPO.
  • Post-race—collect feedback from all constituent groups, create reports detailing feedback, and incorporate into improved planning and design for future events


Logistics & Operations

 

Security & Zone Access Control

  • Design a race day security plan for the GRB
  • Work with staff members to determine race-week security needs for all groups; staff members will submit their requests to the Venue Operations Coordinator
  • Contract with security vendors to secure personnel and equipment
  • Oversee race-day security for the GRB, in conjunction with the volunteer team

     

    Security Perimeter

  • Design a race-day security plan for the area immediately adjacent to GRB, including Discovery Green Park, the exterior perimeter of the Finish Line, and along Avenida de las Americas. The security perimeter will include controlled access points to the area, with all non-marathon clear bags inspected at entry.
  • Work with staff members to determine access needs for all functional areas and constituent groups
  • Oversee installation of security perimeter fencing, in conjunction with volunteer and contract oversight
  • Design and order signage for entry gates and develop a signage plan addressing both directional needs and those of controlled access points
  • Oversee race day security for the perimeter, in conjunction with volunteer and contract oversight

     

    Equipment Ordering & Logistics

  • Work with staff members to determine race week equipment needs for all groups, including radios, golf carts, scissor lifts and forklifts
  • Contract with vendors to procure equipment
  • Oversee equipment distribution on race week, in conjunction with the volunteer team

     

    Parking

  • Work with staff members to determine race week parking needs for all groups
  • Contract with the GRB or other parking venues to secure the space needed
  • Produce and distribute parking tags for each parking venue

     

    Family Fun Runs

    Two annual events held in April and May in partnership with Texas Children’s Hospital and the Houston

    Marathon Foundation.

  • Design the physical space for all areas; work with the CAD vendor to accurately diagram
  • Oversee build-out of all Family Fun Run spaces (Start Line, Finish Line, Family Fun Zone) including fencing, equipment, and exhibitor areas
  • Coordinate the “Family Fun Zone,” a post-race interactive exhibit and activity area

     

    Other

  • Assist with other tasks or duties as requested
  • Assist with answering phones or other administrative tasks during peak customer service periods