USBands Seeks Event Manager

Job opening for dynamic, organized individual

USBands Event Manager

The USBands Event Manager plays a critical role in supporting and facilitating the operational aspects of all USBands events. This includes the premiere marching band competitions, premiere indoor color guard and percussion events, summer drum corps events sponsored by YEA!, and other initiatives such as the new Eastern Concert Band Festival to be held at the Kimmel Center for the Performing Arts on May 30.

This is a job for someone who wants to make a difference in the world of scholastic music in a very unique way. While at times it requires hard work and long hours, the reward of serving youth and providing memorable experiences through magnificent events is well worth it to the right person!

USBands Marching Band Competitions

In short, USBands runs a series of large events during the fall that we, as an organization, are responsible for. USBands provides all management and coordination for these events, some of which run simultaneously. As such, the USBands Event Manager serves as the "Event Manager of Event Managers."

Premiere Events take place at venues such as MetLife Stadium, Rutgers University, Towson University, the University of Utah, the University of Tennessee at Chattanooga, West Chester University and several other large venues across the nation. These events run from mid-September through mid-November, but the preparation and planning is a year-round process.


  • Communicate & negotiate with venues & stadium personnel
  • Coordinate with local representatives & committees
  • Train & coordinate a team of event staff to successfully manage several events simultaneously
  • Build schedules & manage all details as they relate to the band/staff/adjudicator/volunteer/patron experience

In addition to USBands' fall marching mand events, the USBands Event Manager will also be responsible for: 

USBands Indoor Color Guard & Percussion Events

The USBands Indoor circuit is more regional in nature, running approximately three to five events per weekend in the winter. Most indoor events are co-hosted by band booster associations, but there is some level of involvement in delivering a USBands event at every interaction. The USBands Indoor Season concludes with a Championship event, for which the USBands Event Manager is ultimately responsible.

YEA!-Sponsored Drum Corps Competitions  

YEA! runs a series of summer events known as Drum Corps: An American Tradition in stadiums in the Northeast. These events are similar to USBands' fall marching band events, with a few unique aspects. Approximately six to eight corps perform at these events, and we are responsible for finding local housing for each unit at area high schools. We also manage food operations and experience increased attendance. As 5,000 spectators arrive and depart in unison, the coordination of the lots and entrances is a unique challenge, as compared to the fall band events. Coordination with the marketing team, The Cadets, and other departments is a key part of the management of these events.

Special Events  

There are additional events outside the world of marching music which require the leadership and skills of the USBands Event Manager. These include concert band festivals, special donor events, local concerts, and other similar events.

Responsibilities & Required Skills: 

  • Pre-event and on-site communication with delegates
  • Relationship-building with key stakeholders
  • Air and ground travel arrangements
  • Establish staff schedules, task assignments & equipment allocation to ensure conformance with department objectives & goals
  • Represent & deliver excellent service up to YEA!'s standard
  • Determine fiscal requirements & prepare budgetary recommendations
  • Negotiate agreements with outside providers & subcontractors to ensure lowest cost & highest quality of service
  • Work closely with internal & external event planning committees & client groups to define event goals, objectives & specific implementation plans that promote the organization's brand
  • Establish communication protocols & operating procedures with planning committees, subcontractors & program staff
  • Source venues, recommend & engage catering, acquire supporting technology, & coordinate development of materials to execute a quality event
  • Maintain event calendar & implement a system that enables & anticipates long-term planning & effective management of the organization's meetings, conferences & events
  • Work closely with program managers, committees & communications staff to effectively promote events to target audiences & obtain accurate event specifications
  • Conduct research & develop feasibility studies to identify new event opportunities
  • Work closely with the communications staff on sponsorship arrangements & identify potential revenue streams for all major events
  • Work closely with communications, administration & finance staff to oversee & facilitate event registration processes
  • Oversee procurement purchasing & client service needs related to catering, audiovisual, security & rental needs for events
  • Prepare event programs & confirm all necessary preparations
  • Identify all aspects of event risk-assessment & crisis-management planning strategies (This includes, but is not limited to, event security.)
  • Supervise, direct & coordinate the activities of personnel, subcontractors & vendors as required to successfully execute all aspects on event day
  • Ensure announcers are briefed & prepared to provide effective presentations & materials
  • Trouble-shoot & smooth issues related to the successful execution of the event program
  • Conduct post-event debriefing sessions
  • Develop & execute necessary follow-up with sub-contractors, sponsors & client groups
  • Provide post-event analysis, budget recaps & participant feedback; incorporate learning into future plans
  • Develop event reports & distribute as required to sponsors, participants & others


  • Bachelor's degree in business, marketing or related field is preferred
  • 3 years experience in Event Management or related field preferred
  • Proven negotiating skills with hotels, stadiums, halls, and other event vendors
  • Ability to develop professional relationships that result in stable, consistent, reliable & courteous communication when dealing with other organizations
  • Ability to problem-solve and work independently in a changing & multi-tasking environment with numerous deadlines
  • Excellent organizational, planning & project management skills
  • Proven ability to take direction & input to develop effective & engaging events that will achieve goals
  • Ability to influence & coordinate the efforts of team members in support of events
  • Demonstrated ability to prepare accurate budgets & effectively manage expenses
  • Ability to present ideas effectively to management team
  • Excellent verbal & written communications skills
  • Demonstrated accuracy & thoroughness
  • Exceptional written & verbal communication skills
  • Solid business acumen, management & problem-solving skills
  • Strong computer skills, especially Microsoft Office Suite (Word, Excel, PowerPoint) event management technologies & customer relationship management software (e.g., Salesforce)
  • Excellent time-management, organizational & leadership skills
  • Ability to travel

Benefits & Salary Considerations

Salary is negotiable based on experience. YEA! offers a full medical plan, a matching 401(k) retirement program, as well as generous vacation/holiday opportunities.

To Apply

This position is available immediately and must be filled no later than July 1. To apply, please send a resume and cover letter to the Director of USBands, Justin Heimbecker, at no later than April 18, 2014. 



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