Special Events Coordinator
General Statement of Duties
Plans, organizes, coordinates, promotes and executes community-wide special events, programs, and festivals for the Town.
Distinguishing Features of the Class
An employee in this class is responsible for planning, organizing, coordinating, promoting and directing the Town’s special events, programs, and festivals. Position is responsible for program budgets, raising sponsorship funds and making decisions regarding the health and safety of participants and employees. Implements, develops, recommends, and coordinates administrative tasks and procedures in the areas of event management and pre-event/post-event planning. Consults with other Town officials, businesses, and community leaders for the purpose of coordinating the efforts of all involved in hosting large festivals and events. Work includes securing and maintaining ongoing relationships with sponsors, managing deliverables, securing entertainment and vendors, planning event run-of-show, scheduling staffing and event layouts, and managing advertising and communication. Work is evaluated through observation, conferences, activity outcomes, adherence to best safety practices, productivity, compliance with instructions, general community acceptance, and be the efficiency and effectiveness of activities.
Duties and Responsibilities
Essential Duties and Tasks
- Plans, organizes, directs and evaluates the Town’s festivals, programs and events; manages day-to-day operations of festivals/events including voice mail, email, etc.
- Seeks grants and supplemental resources for department programs at the direction of the Parks and Recreation Director.
- Secures sponsorships for the Town’s festivals, programs and events; develops new corporate sponsorship opportunities; maintains records of sponsorship correspondence and completes sponsorship agreements and contracts (cash and in-kind).
- Develops and maintains relationships with business/land owners affected by festival/events.
- Maintains records of merchant/land owner correspondence and completes contracts with all businesses and organizations engaged with the festival/event.
- Maintains records of all correspondence with vendors and completes all necessary contracts and agreements.
- Develops and maintains relationships with other Town departments and other governmental entities, including, but not limited to, Public Works, Parks and Recreation, Police, Fire, EMS and Planning and Development.
- Oversees the special event review process for private events in the Town; monitors private special events to include managing applications, permits, logistics and support services.
- Develops, administers, monitors and coordinates budgets for assigned events; purchases equipment and supplies.
- Recommends new activity ideas to the Park and Recreation Director.
- Assists the Parks and Recreation Director with other department-related tasks as needed.
Additional Job Duties
- Performs related duties as required.
Recruitment and Selection Guidelines
Knowledges, Skills, and Abilities
- Knowledge of industry standards, principles and practices of event management including but not limited to project management, staging an event, risk management, site procurement, communications and consumer/vendor relations.
- Knowledge of community resources, volunteer, funding, and development resources.
- Knowledge of database management, graphic design and basic computer skills in Word, Excel, Access and Publisher.
- Knowledge of legal agreements and binding contracts.
- Skill in public relations.
- Skill in operating audiovisual, sound, and lighting equipment.
- Ability to monitor operations to identify and evaluate the effectiveness of operations and programs and identify problems to be addressed.
- Ability to research and purchase equipment and supplies needed for programming.
- Ability to research, develop and revise policies, procedures and programs.
- Ability to effectively and efficiently plan, organize and direct a variety of large and small events within budget and event parameters while ensuring safety best practices are followed.
- Ability to communicate effectively in oral and written forms.
- Ability to deal tactfully with the public.
- Ability to build and maintain cooperative and effective relationships with elected officials, outside entities, business and property owners, supervisors, co-workers and the general public.
- Excellent oral and written communication skills.
Physical Requirements
- Must be able to physically perform the basic life operational functions of stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, and hearing.
- Must be able to perform sedentary work exerting up to 10 pounds of force frequently or constantly to move objects and be able to lift and/or carry weights of approximately 50 pounds.
- Must possess the visual acuity to prepare and analyze data, examine and work with maps, charts, and detailed materials, operate a computer, perform visual inspections, use measuring devices, to figure computations, and to read extensively.
Desired Education and Experience
- Graduation from an accredited college or university with a bachelor’s degree in parks and recreation, special event planning, marketing or related field. Requires a minimum of one year of professional experience; or an equivalent combination of education and experience.
Special Requirement
- Possession of a valid North Carolina driver’s license. Ability to work flexible hours.
Salary Range $ 42,372-$ 65,677