Key Responsibilities and Required Skills for an Entertainment Planner

🎯 Role Definition

We are on the hunt for a dynamic and imaginative Entertainment Planner to be the creative force behind our guest experience. In this pivotal role, you will be responsible for conceptualizing, curating, and flawlessly executing a comprehensive calendar of events, live performances, and engaging activities. You are a master of logistics, a shrewd negotiator, and a trendsetter who lives to create memorable moments. The ideal candidate thrives in a fast-paced environment, balancing artistic vision with meticulous budget management and operational excellence to deliver a world-class entertainment program that captivates our audience and elevates our brand.

📈 Career Progression

Typical Career Path

Entry Point From:

Event Coordinator or Assistant
Activities Coordinator
Production Assistant
Talent Booker/Agent Assistant

Advancement To:

Senior Entertainment Manager or Director of Entertainment
Director of Events
Head of Guest Experience
Regional Entertainment Director

Lateral Moves:

Corporate Event Manager
Wedding or Private Event Planner
Brand Experience Manager
Festival Organizer

Core Responsibilities

Primary Functions

Develop, plan, and execute a comprehensive and diverse calendar of events, activities, and live entertainment for guests of all ages, ensuring a consistently vibrant atmosphere.
Source, audition, negotiate with, and contract a wide variety of performers, artists, bands, DJs, and specialty acts, ensuring high-quality and brand-aligned talent.
Manage the entire event lifecycle from concept ideation and initial planning through to on-site execution and post-event analysis and reporting.
Create and meticulously manage the annual entertainment budget, tracking all expenditures, processing invoices, and ensuring events are delivered within financial parameters.
Collaborate with Marketing and PR teams to develop compelling promotional strategies and creative content to drive awareness, engagement, and attendance for all scheduled events.
Oversee all logistical and operational aspects of events, including staging, lighting, sound, A/V equipment, seating arrangements, run-of-show, and technical support.
Conduct regular market research to stay ahead of current entertainment trends, emerging artists, and innovative event concepts to maintain a fresh and engaging program.
Serve as the primary on-site manager during events, overseeing staff, managing talent, and acting as the main point of contact to resolve any issues that arise in real-time.
Develop and maintain strong, lasting relationships with talent agencies, vendors, suppliers, and production companies to build a reliable and high-quality network of partners.
Ensure all events and entertainment activities comply with local, state, and federal regulations, including safety protocols, licensing requirements, and securing necessary permits and insurance.
Design and implement immersive themed events, holiday celebrations, and special signature programming that enhances the guest experience and aligns with seasonal marketing campaigns.
Coordinate seamlessly with Food & Beverage, Operations, and Guest Services departments to ensure cohesive integration of entertainment with all other on-site offerings and services.
Gather and analyze guest feedback, attendance data, and performance metrics to measure the success of events and inform future programming decisions with a data-driven approach.
Manage the scheduling, training, and deployment of in-house entertainment staff, hosts, and technicians for daily activities and major events.
Prepare detailed event proposals, P&Ls, run-of-show documents, and post-event summary reports for senior management and key stakeholders.
Negotiate complex performance contracts, technical riders, and service agreements, paying close attention to legal and financial details to protect the company's interests.
Responsible for the inventory management, preventative maintenance, and procurement of all entertainment-related equipment, props, costumes, and supplies.
Create memorable and engaging experiences for guests by curating unique atmospheric elements, including background music playlists, decor, and interactive installations.
Act as a key brand ambassador, embodying the company's vision for hospitality and entertainment in all interactions with guests, talent, vendors, and internal teams.
Develop and execute detailed contingency plans for all events to proactively address potential challenges such as inclement weather, technical failures, or talent cancellations.
Evaluate and manage third-party vendor performance to ensure they consistently meet contractual obligations, quality standards, and brand expectations.
Lead creative brainstorming sessions with internal teams to generate new, out-of-the-box ideas for programming that will surprise and delight guests.

Secondary Functions

Support the marketing team by providing detailed event information, artist bios, and visual assets for promotional materials and social media content.
Manage and maintain an organized inventory of all entertainment props, equipment, and supplies.
Act as a point of contact for guest feedback and service recovery related to entertainment programming.
Assist in the creation and updating of Standard Operating Procedures (SOPs) for the entertainment department.

Required Skills & Competencies

Hard Skills (Technical)

Budget Management: Expertise in creating, tracking, and reporting on complex event budgets using tools like Excel or specialized software.
Contract Negotiation: Proven ability to negotiate favorable terms for talent contracts, vendor agreements, and technical riders.
Event Management Software: Proficiency with platforms such as Cvent, Bizzabo, or similar event planning and registration systems.
Project Management: Strong skills in managing multiple projects simultaneously from conception to completion, using tools like Asana or Trello.
Vendor & Talent Sourcing: Demonstrated ability to identify, vet, and book high-quality entertainers and reliable event vendors.
A/V Production Knowledge: Solid understanding of audio, visual, lighting, and staging requirements for live events.
Risk Management: Ability to identify potential risks (safety, legal, financial) and implement mitigation strategies.
Logistics Coordination: Expertise in coordinating event logistics, including scheduling, transportation, setup, and teardown.
Marketing & Promotion: Knowledge of how to market events effectively across various channels to drive attendance.
Data Analysis: Ability to analyze attendance figures, guest feedback, and ROI to measure event success.

Soft Skills

Creativity & Innovation: A passion for generating fresh, exciting, and unique entertainment concepts.
Exceptional Communication: Articulate verbal and written communication skills for interacting with stakeholders at all levels.
Interpersonal Skills: The ability to build and maintain strong relationships with talent, vendors, guests, and internal teams.
Calm Under Pressure: A composed and decisive demeanor when handling last-minute changes and unexpected challenges.
Meticulous Organization: Superior organizational and time-management skills with a keen eye for detail.
Adaptability & Flexibility: The ability to pivot quickly and effectively in a dynamic, fast-paced environment.
Leadership & Teamwork: Capable of leading an event team and collaborating effectively across departments.
Guest-Centric Mindset: A deep commitment to creating an outstanding and memorable guest experience.
Problem-Solving: Proactive and resourceful in finding solutions to complex logistical and operational issues.
Negotiation & Influence: Persuasive and skilled at reaching mutually beneficial agreements.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree or equivalent professional experience in a relevant field.

Preferred Education:

Bachelor's or Master's degree in Hospitality Management, Event Management, or a related discipline.

Relevant Fields of Study:

Hospitality Management
Event Management
Theater Arts or Production
Business Administration or Marketing

Experience Requirements

Typical Experience Range:

3-7 years of direct experience in entertainment planning, event management, or production, preferably in a high-volume environment like a resort, cruise line, casino, or large-scale venue.

Preferred:

Proven track record of successfully managing six-figure entertainment budgets and executing a diverse portfolio of events. Experience with both large-scale productions and intimate, daily programming is highly desirable. Existing relationships with talent agencies and production companies are a significant plus.