On-site Gathering Coordinators Scope

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Written By Keah Moffett

Scope of Work For On Site Gathering Coordinators

Contract Type: 1099 Independent Contractor  Compensation: $20 per hour

The Onsite Gathering Coordinator provides professional, mission-aligned event management for all gatherings at the André Cailloux Center—including rentals, performances, tours, and community gatherings. This role ensures that every event is well-organized, executed safely, and delivers an excellent experience for guests, artists, and partners.

Success Profile

  • Customer Service Driven: Committed to delivering exceptional experiences for guests, clients, and partners

  • Strong Leader: Demonstrates clear, confident direction and the ability to motivate and coordinate a team under pressure

  • Outgoing & Confident: Friendly, welcoming, and comfortable engaging with diverse audiences and stakeholders

  • Detail-Oriented & Trustworthy: Handles financial transactions, ticketing, and guest data with accuracy and confidentiality

  • Tech-Savvy: Proficient with ticketing platforms (Eventbrite, Brown Paper Tickets, internal systems) and POS systems for credit card and cash transactions

    • Experience in live event production, hospitality, theatre, or venue management

    • Excellent organizational, communication, and problem-solving skills

    • Ability to remain calm and solution-focused in fast-paced environments

    • Commitment to ACC's values of remembrance, reclamation, belonging, and cultural justice

Key Responsibilities

1. Event Day Operations

  • Serve as the primary point of contact for clients, vendors, performers, and guests on the day of each event

  • Supervise all setup, run-of-show, and breakdown activities to ensure events start and end on time

  • Oversee front-of-house operations, including ticketing flow, audience ingress, seating, and hospitality

  • Troubleshoot any onsite issues (AV, facilities, safety) and escalate to ACC leadership when needed

  • Follow all ACC On-Site Event Management protocols as outlined in the On-Site Event Coordinator Checklist, ensuring consistent and thorough event execution

2. Setup & Breakdown

  • Confirm all venue spaces are properly configured prior to doors opening

  • Oversee load-in and load-out for vendors, performers, and technical crews

  • Ensure all spaces are restored to their original condition following the event breakdown

Call Time: All event team members must arrive 30 minutes before the client's arrival for level setting and run-of-show review.

3. Box Office & Ticketing Management

  • Will-Call & Check-In: Manage guest check-ins using ACC-approved ticketing software; verify reservations and facilitate smooth entry

  • Walk-Up Sales: Process day-of ticket sales using ticketing platforms and POS systems for credit card and cash transactions

  • Financial Reconciliation: Conduct pre-event bank verification and post-event financial reconciliation (cash counts, credit card receipts, sales summaries)

  • High-Level Hospitality: Ensure Box Office serves as a welcoming first point of contact; maintain curtain time integrity through efficient ticketing flow

  • Supervising Box Office Support: For high-capacity events (100+ attendees), supervise additional Guest Services Coordinators or Box Office volunteers to ensure accurate financial tracking and excellent guest experience

4. Coordination & Communication

  • Pre-Event Briefing: Receive comprehensive event briefing from Gatherings & Bookings Manager at least 48 hours before event day (client expectations, run-of-show details, technical needs, Box Office requirements)

  • Vendor & Crew Coordination: Greet and direct vendors, caterers, and technical crews; ensure compliance with ACC policies and schedules

  • Team Communication: Coordinate with the onsite ACC support team (Facilities, Technical Operators, Guest Services Coordinators) to maintain smooth event flow; communicate in real time to address emergent needs

  • Post-Event Debrief: Provide post-event debrief to Gatherings & Bookings Manager, highlighting operational successes, client feedback, and areas for improvement to inform future client management and repeat renter cultivation

5. Safety & Compliance

  • Ensure compliance with fire codes, occupancy limits, and ACC safety procedures

  • Maintain a clean, safe, and welcoming environment throughout the event

6. Calendaring & Reporting

  • Review event details on the ACC master calendar (managed by Gatherings & Bookings Manager via HoneyBook) to confirm all logistics

  • Complete a post-event report summarizing: final attendance counts, Box Office sales summary, ticketing discrepancies (if any), incidents, and operational notes

  • Record event hours accurately for timely invoicing

Team Collaboration

During each event, the Onsite Gathering Coordinator works in partnership with an integrated ACC support team:

  • Gatherings & Bookings Manager: Provides pre-event briefing, coordinates staffing, and receives post-event debrief for client relationship management and operational improvement

  • Facilities Coordinator / Assistant: Oversees the building, utilities, and site readiness; coordinates on venue prep and post-event facility debrief

  • Technical Director / Technical Operators: Provides audiovisual and equipment assistance as needed; Technical Operators execute sound, lighting, and technical operations under the Technical Director's oversight

  • Guest Services Coordinators: Support Box Office operations during high-capacity events under Onsite Gathering Coordinator supervision; cross-trained in ticketing systems and financial reconciliation

This collaborative team approach ensures comprehensive coverage of all facility, technical, hospitality, and Box Office needs in support of the Onsite Gathering Coordinator's leadership.

Cross-Training & Coverage

  • Box Office Management: Cross-trained with Guest Services Coordinators in both front-facing Box Office operations (guest check-in, sales) and back-office responsibilities (financial reconciliation, reporting)

  • Coverage Backup: When Onsite Gathering Coordinator coverage is unavailable or short, the Gatherings & Bookings Manager may fill in for event-day execution (setup, run-of-show, Box Office, breakdown)

Work Expectations

  • Schedule: Flexible, event-based hours including evenings, weekends, and occasional holidays. Scheduling managed through ConnectTeam.

  • Location: All work performed onsite at the André Cailloux Center, 2541 Bayou Road, New Orleans, LA 70119

  • Supervision: Receives overall guidance from Gatherings & Bookings Manager and ACC leadership; operates with full autonomy during event execution

  • Communication: Primary coordination through ConnectTeam for scheduling updates, role adjustments, and operational standards. The Gatherings & Bookings Manager serves as the main point of contact for event briefings and staffing coordination.

Compensation & Invoicing

  • Hourly Rate: $20 per hour

  • Invoicing: Contractor may submit invoices as work is completed or at least once per month

  • Payment Terms: ACC operates on net-30 terms; payment will be made within 30 days of receiving a complete and approved invoice

  • Payment Platform: All payments processed via Bill.com

Independent Contractor Status

  • On-site Gathering Coordinators are engaged as independent contractors, not employees of ACC

  • Contractors are solely responsible for all federal, state, and local taxes, including self-employment taxes

  • No employee benefits (e.g., health insurance, paid leave, retirement) will be provided

  • Contractors are responsible for providing their own tools, equipment, and internet access


Keah Moffett
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Guest Services Coordinators