Alyssa Dotson

Responsible for overseeing and coordinating all aspects of event planning and execution, including sourcing and contracting service vendors, managing vendors and suppliers, organizing traffic control, coordinating equipment and personnel, ensuring adherence to timelines and budgets, and resolving any event-related issues. Excellent organization and communication skills, as well as a deep understanding of event logistics and operational requirements. I can multitask, problem-solve, and have great attention to detail. I ensure that events run smoothly, meet organizational objectives, and leave a positive impression on attendees.
Accomplishments:

• Supervise Operations & Logistics Departments, including the development of short- and long-term department goals, management of over $3 million in capital budgets, and overall strategic planning/execution of Austin's largest event in 2024 with over 500,000 attendees to reach organizational budget goals of $ 15 million.
• Develop, oversee, and manage overall strategic plan for events, including 40-day property takeover, set-up, tear-down, execution of BBQ Austin, and 15-day fair and rodeo.
  Daily management responsibility of full-time staff and seasonal interns.
• Negotiate, contract, and manage over 40 service contracts which include onsite emergency personnel, off-duty law enforcement, parking, security, temporary buildings, structure tents, temporary day labor, fencing, heavy equipment, and liquid and solid waste management.
• Collaboration with various departments to schedule meetings, and negotiate 15+ trade sponsor agreements totaling over $500K in goods and services.
• Manage insurance safety compliance with onsite vendor.
• Partner with local Emergency Management and hired personnel to create strategic emergency management documents necessary to complete and pass inspection.
• Manage insurance safety compliance with vendors.
• Partner with local Emergency Management and hired personnel to create strategic emergency management documents.
• Serve as staff lead for BBQ Austin, which attracts more than 50,000 people, hosts over 260 competition BBQ teams, and contributes profits over $400K annually.
• Conduct post-event analysis reports to determine how future shows could be improved.
• Assisted in development and implementation of logistics policies and procedures to provide roadmaps for daily operations and accomplish multiple tasks within established timeframes.

Responsible for all aspects of event planning and coordination. Communicating with vendors, ensuring that security protocols are met, transportation, and space management. Played a key role in every aspect of event details, ensuring everything was in place before and during the event to ensure everything ran smoothly and efficiently. Duties also included monitoring event activities, overseeing event set-up and tear-down, and coordinating event schedules. I have excellent organization, time management, and communication skills.
Accomplishments:

• Maintaining a working knowledge of complex needs of events that are hosted year-round.
• Planning for potential scenarios that could impact integrity of events by creating documents and plans for first responders and government agencies.
• Studied processes, implemented cost reductions, and developed reporting procedures to maintain administrative workflow for over 40 service contracts and 15 trade contracts.
• Utilized proactive communication abilities to resolve employment-related disputes by working with volunteers and staff to create open work environments.
• Developed internal requirements and standards to minimize regulatory risks and liability across programs and service contracts.
• Establishing and maintaining relationships with vendors, venues, and sponsors Remaining under budget with all costs and projects.
• Coached seasonal employees through day-to-day work and complex problems during fast-paced events.

Responsible for providing comprehensive support to the COO, and performed a variety of administrative duties such as scheduling meetings, maintaining files, preparing reports, handling information requests, and managing the office systems and procedures. I showed excellent communication skills to interface effectively with all levels of the organization, and the ability to independently manage multiple tasks and projects. I was efficient with the organization by ensuring that all necessary office functions were adequately and appropriately carried out. This included coordinating travel arrangements, processing invoices and expense reports, and organizing team events and activities. Trusted by the COO to handle sensitive information with discretion and maintain confidentiality. Detail-oriented, have strong problem-solving skills, and am capable of meeting tight deadlines.
Accomplishments:

• Gathered and organized materials to support operations while creating daily department timelines
• Entered data, generated reports, and produced tracking documents for 20 service-related contracts as pertained to labor and scheduling.
• Studied processes, implemented cost reductions and developed reporting procedures to maintain administrative workflow by gathering daily data and reporting to COO.
• Staff liaison to second largest event presented by Rodeo Austin, BBQ Austin which has annual attendance of over 50,000 people.
• Worked closely with management to provide effective assistance for specific aspects of business Monitored and ordered supplies and materials to keep office of 15+ well stocked.
• Managed calendars and coordinated travel arrangements and accommodation for 2 senior-level staff to optimize schedules.
  Reviewed and edited documents for accuracy, grammar and clarity.
• Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.