Rahal Letterman Lanigan Racing (RLLR), which fields professional race teams in the NTT IndyCar Series, IMSA WeatherTech Sports Car Championship and Jaguar I-PACE eTrophy Series, is seeking a talented professional to support the planning and execution of various events on behalf of the organization and its partner portfolio. This includes planning and executing guest experiences both on and off site in all participating RLL Series. This is a highly visible and interactive role within RLLR and will require the candidate to work both internally with various departments as well as externally with team partners.
PRIMARY DUTIES AND RESPONSIBILITIES
Event Planning
- Responsible for managing and assisting in the day-to-day activities that supports the race team’s hospitality and event-based programs
- Manages the allocation of Hard Cards, credentials and tickets for RLLR Partners along with ticketing collateral items for distribution to guests
- Fields inbound ticketing and credential requests from RLLR Partners and facilitates orders and credential submissions with appropriate parties
- Creates and manages pre-race guest list information and reporting for post-event reconciliations per event/season
- Assists with research, design, quoting, production and inventory of event materials, collateral items, merchandise and gifting
- Collaborates with hospitality F&B staff on guest counts, meal-times, operational hours and meet and greets
- Assists with building weekend event schedules and activities (e.g. guided tours, catering times, etc.)
- Assists with hospitality research for locations and space as needed (e.g. suite space, ticketing options, team hospitality unit opportunities, etc.)
- Assists in the fulfillment of RLLR Partner merchandise orders (apparel, merchandise items, gift items, etc.)
- Assist in the design, creation and execution of event experiences away from track (e.g. Show Car Events, Partner Summits, Driving Experiences, Special Events and Team Functions, etc.)
- Assists with the creation of RLLR Partner information including policies and procedures and forms to ensure compliance as well as timely fulfillment of partner requests
- Participates in frequent and proactive interactions with RLLR Partners and agencies in the preparation of race weekend and event details
Event Execution
- Serves in a primary role with respect to race weekend event staffing, details and hospitality logistics (guest experience and movements, guest registration/check-in details, on-site ticketing requests, tour coordination, etc.)
- Maintains relationships with the tracks, Series officials and vendors in partnership with others at RLLR
- On-site management of vendors including catering, transportation, décor, furniture, gifting
- Collaborates with hospitality F&B staff throughout weekend for catering and operational needs
- Ensure hospitality offering is to RLLR standards throughout the entirety of each event
Post-Event
- Assists with preparation of on-going guest management reports for reporting and financial reconciliation efforts
- Assists in curating content and imagery from events for use in summary reports, business development efforts and/or RLLR communications
- Assists in budget reconciliations and invoicing in collaboration with RLLR Accounting
- Establishes and reviews best practices and efficiencies that can be applied to future activities
DESIRED EXPERIENCE AND REQUIREMENTS
- Minimum 1-2 years Event Management Experience (Guest Management, Event Staffing, Ticketing coordination)
- Bachelor’s degree or equivalent
- Minimum 1-2 years Motorsports Experience (preferred) in a guest services and special events role preferred
- Proficient in MS Office Programs including – Word, PowerPoint and Excel
- Working knowledge of guest management software programs (e.g. Cvent, Guest Manager, Concierge Live, etc.) desirable
- Familiarity with design software such as Adobe Creative Suite products such as Illustrator, PhotoShop and/or InDesign is a plus
- Ability to travel frequently including weekends and holidays as needed
- Strong interpersonal and communication skills
POSITION REPORTS TO: Vice President of Partnership Marketing
Salary: $35,000.00 to $45,000.00 /year
Experience:
- Relevant: 1 year (Preferred)
- Event Management: 1 year (Required)
Location:
- Brownsburg, IN (Required)
Work authorization:
- United States (Required)
Required travel:
- 50% (Required)