| Job Description
Founded in 2004, the WFTDA promotes and fosters the sport of women's flat track derby and is a membership only organization. The WFTDA has been producing the WFTDA Playoffs and Championships tournaments for its member leagues since 2011.
The WFTDA is currently seeking a Tournaments Manager. Reporting to the Chief Programs Officer, the Tournaments Manager will be responsible for producing the 2017 WFTDA Playoffs and Championships. There are five 2017 tournaments: four of which are located in the United States (Pittsburgh, PA, Seattle, WA, Dallas, TX, and Philadelphia, PA) and one in Sweden (Malmö). The Tournament Manager will collaborate with local host leagues, staff, and volunteer committees to build upon the work that has already been started to plan, promote, and produce these five events.
This is a full-time exempt position with a projected workweek of 35 hours/week.
- Oversee the general operations of WFTDA’s 2017 Playoff Season.
- Work with local visitor’s bureaus, the WFTDA’s hotel partner, and venues to plan and produce the events.
- Serve as the host league’s primary liaison to WFTDA with regard to the event. Ensure the smooth operation of the host league’s activities as they pertain to event planning. Manage the host league’s relationship with WFTDA.
- Work with venues to create, approve, and direct plans related to tickets, security, light and sound, ticketing, equipment, electrical, Internet, track setup, tables, seating, etc. Serve as the on-site event director and liaison to host and facility with regard to day-of event decision-making and execution.
- Represent WFTDA with vendors, hotels, ticketing agents, and other partners.
- Work with WFTDA staff to set ticket prices and manage ticket sales and reporting.
- Manage registration and tracking for teams, officials, photographers, announcers, and other event staff.
- Create event schedules based on broadcast and games schedules.
- Create floor plans, including track, backstage, locker rooms, fan seating, vendor areas, box office, and concessions.
- Work with WFTDA Insurance and the WFTDA Risk Management Committee to arrange event insurance, develop emergency action plans in conjunction with the host league, ensure EMTs are staffed and supplies are stocked, and to create protocols for injury and emergency management.
- Arrange a security team for events according to local/venue regulations. Create guidelines to communicate access to restricted areas and other crowd control guidelines. Develop and communicate action plans in case of security risk, evacuation, or other unforeseen circumstances.
- Develop a team of leads at each event. Engage in regular training and communication with event leads throughout the entire planning and production process.
- Ensure creation of all tournament materials (signage, hospitality information, programs).
- Ensure a creative and engaging production, including but not limited to production elements such as opening/closing ceremonies, entertainment, DJs, in-house announcers, after-parties, etc.
- Implement attendee satisfaction measurement tools and provide reports following the events.
- Coordinate internal communication and project management.
- Manage tournament budget.
- Develop work plans and utilize existing systems (Google Apps, Slack, and Basecamp) to track and control details and tasks.
- Conduct meetings.
- Communicate regularly and effectively with supervisors, colleagues, vendors, and other professionals.
- Travel, as necessary, but at minimum, to each of the five 2017 Playoffs, to support the on-site event production.
- Solicit bids from potential 2018 tournament hosts.
- Other duties as assigned and necessary
The position supervises and provides direction to the Tournaments Committee. The position works closely with other committee chairs and department heads as necessary to implement and manage the workflow around online learning in the WFTDA.
This position is part of a virtual team. The Tournaments Manager routinely must be comfortable communicating and managing projects via virtual technologies. The successful candidate will have unlimited access to a reliable internet connection. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position Type and Expected Hours of Work
Some flexibility of hours is allowed, but the employee must be available during core working hours (time zone dependent), five days per week, and must work a minimum of 35 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.
Minimum of 5, but up to 10 trips during the contract year. Must have a current passport (or the ability to get one).
Required Education and Experience
- Bachelor’s degree and three to five years of progressive professional responsibility for direction/management of large-scale events, OR
- Five to seven years of progressive professional responsibility for direction/management of large scale events
- Experience organizing and prioritizing workloads and successfully handling complex situations
- Demonstrated project management skills
- Fluency in English
Preferred Education and Experience
- Experience with sports broadcast production
- Participation in/advanced knowledge of flat track roller derby
- Experience in customer service
- Prior association or nonprofit experience
- Fluency in language(s) other than English
Additional Eligibility Qualifications
None required for this position.
The WFTDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, gender, sexual orientation, religion, national origin, geography, age, disability or genetics. LGBTQ and persons of color are strongly encouraged to apply.
How To Apply:
To apply, applicants are required to submit a resume, cover letter and salary requirements to firstname.lastname@example.org with the subject line: WFTDA – Tournaments Logistics Coordinator