Event Setup Specialist

About the Role

This role supports Our Client by preparing and maintaining conference rooms and the Statehouse for a variety of events. The specialist works on‑site in Indianapolis, coordinating equipment, furniture, and cleaning tasks to ensure each space is functional, safe, and presentable. You will interact directly with event staff and visitors, providing prompt, courteous service while adhering to detailed setup instructions. The position is critical to the smooth execution of legislative sessions, public meetings, and special events.

Key Responsibilities

• Set up and test specialized audio‑visual and live‑streaming equipment, including sound mixers, monitors, DVD players, mult‑box units, and podium systems.
• Troubleshoot and repair sound and video equipment on‑site to maintain full functionality during events.
• Review event worksheets, create timelines, and plan equipment placement for conference rooms and Statehouse activities.
• Transport, arrange, and secure furniture and equipment according to event specifications, then return unused items to storage.
• Prepare rooms by unlocking doors, turning on lights, opening blinds, and ensuring a clean, clutter‑free environment.
• Perform commercial‑grade cleaning duties such as vacuuming, dusting, trash removal, and floor scrubbing with a floor‑scrubber.
• Lead and coordinate other crew members in the absence of supervision, ensuring tasks are completed on schedule.
• Maintain a professional demeanor and provide outstanding customer service to visitors and event participants.

Required Skills & Experience

• Practical knowledge of audio, video, and live‑streaming equipment commonly used in conference and legislative settings.
• Experience operating commercial cleaning equipment, including floor scrubbers and industrial vacuums.
• Physical stamina to perform continuous standing, walking, lifting, bending, twisting, and stooping throughout shifts.
• Strong ability to follow written and verbal instructions independently with minimal supervision.
• Excellent customer service skills for interacting with event attendees and internal staff.
• Demonstrated capability to lead a small team and make quick, resourceful decisions when issues arise.

Tools & Technologies

• Audio mixers, monitors, DVD players, mult‑box units, and podium equipment for event production.
• Commercial‑grade floor scrubbers and industrial vacuums for cleaning duties.
• Standard hand tools for minor equipment repairs.
• Event planning worksheets and scheduling software for organizing setup timelines.

Work Schedule & Duration

• Contract period: November 2, 2026 – April 23, 2027.
• On‑site work at the conference center and Statehouse in Indianapolis, IN.
• Shift work may include evenings or weekends depending on event schedules.

Interview Process

The interview process typically includes an initial phone screening followed by an in‑person interview at the event venue. Candidates may be asked to demonstrate equipment setup knowledge and discuss prior experience with event logistics.

Position Details

• Employment Type: Contract
• Duration: Approximately 12 months (with potential for extension)
• Work Authorization: Must be authorized to work in the United States