What are the responsibilities and job description for the CVB Events and Volunteer Manager position at City of Grapevine?
In conjunction with Festivals Leadership, this position is responsible for the overall prospecting, securing, development, planning, promotion and coordination of events and activations at Peace Plaza, Grapevine Main, Town Square Gazebo, and Liberty Park Plaza along with developing of community partnerships to host seasonal events at these locations. This position also initiates volunteer recruitment through engaging and organizing individuals, civic and service groups, companies, corporations and non-profits to provide volunteer support for all festivals and events of the Grapevine Convention and Visitor’s Bureau (CVB). This position engages volunteers in the benefits of community involvement through participation in CVB produced festivals, event, and heritage attractions.1. In conjunction with Festival and Events Leadership, solicits, develops and organizes Farmers & Artisans Markets, Christmas Markets, GV Main Live, special promotions and events at Peace Plaza, Liberty Park Plaza and Town Square Gazebo. Coordinates with the CVB festivals and events team, and marketing and communications teams in developing concepts, themes, documented event plans, and the execution and promotion of the activities being held at CVB-managed venues mentioned previously.
2. Coordinates, schedules, and trains volunteers to support the production and staffing of Main Street Fest, GrapeFest®, Christmas Capital of Texas, North Pole Express, Nash Farm events, New Vintage Wineries & Galleries Trail, Butterfly Flutterby, and other CVB-produced events. Additionally, works with the CVB festivals and events team to determine on site volunteer and staffing needs for set up, event hours, and tear down, and books and schedules accordingly.
3. Collaborates and continuously communicates with the teams at Historic Downtown Grapevine Association (HDGA), the City’s Parks & Recreation Department, and Harvest Hall to produce activations for Peace Plaza, Townsquare Gazebo, and Liberty Park Plaza. Provides updates to and seeks approval from CVB leadership for festivals, events, and special promotions. Coordinates with the festivals and events team to support the production of each event as needed.
4. Manages and improves the Grapevine Farmers Market, European-style Market and Christmas Market programs at Town Square Gazebo.
5. Collaborates with the Festivals & Events Leadership, Garden Club, and other partnering entities to plan, produce, and improve the annual Butterfly Flutterby event hosted at the Botanical Gardens. Coordinates with festivals and events team to support the event preparations and production as needed.
6. Coordinates with executive management to develop and adhere to appropriate budgets. Operates within budget guidelines; effectively manages time and resources to meet multiple project deadlines.
7. Responsible for receiving all inquiries of potential partners for relevant plazas and venues. If contacted about private events, connects client with the CVB convention team to continue successful production of private event at CVB-owned venues.
8. Maintains accurate and updated databases and reports for vendors, event promoters, volunteers and community groups as assigned. Works with promoters, vendors, volunteers, community groups and other City departments. Maintains database for tracking and scheduling of volunteers and volunteer opportunities; Coordinates scheduling of all volunteers for various events. Helps lead volunteer orientation program for all festivals and events.
9. Communicates time-sensitive information to CVB festivals and events team and marketing and communications team prior to each event to ensure information on the website, Fast Facts, and internal planning documents are up-to-date and accurate.
10. Handles event and supply-related questions from promoters, vendors, suppliers, citizens, visitors and fellow employees in a courteous and efficient manner whether by phone, e-mail or in person.
11. Develops program and visual presentations that promote volunteer-solicitation, recruitment, retention, and recognition to include volunteer position descriptions, membership packets, job descriptions and training. Continuously seeks opportunities to present program to corporations, organizations, and committees.
12. Recruits, allocates, schedules, trains, communicates and directs volunteers for all CVB departments by soliciting to local, social, educational, civic, service, company and corporate organizations. Coordinates volunteer orientations and trainings with partnering entities and produces agendas, scripts, and presentations.
13. Responds to all volunteer inquiries. Develops and administers policies and procedures for a safe work program for volunteers. Researches and learns volunteer online programs. Plans and prepares for volunteer orientations and trainings.
14. Attends civic, service, and other organization’s meetings as needed to represent the CVB and promotes festivals and events programs, recruits/retains volunteers and fosters relationships with Grapevine and surrounding communities.
15. Acts as the Liaison to the Wine Pouring Society (WPS) and coordinates with WPS staff to produce meetings and events and schedules and books staffing opportunities with all CVB partnering entities. Ensures WPS members are preparing and supplying needs for event meetings, socials, and gatherings. Updates and submits WPS reports to CVB on a monthly basis, receives approvals on bookings and budgeted items from CVB Leadership, and processes payments.
16. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
17. Develops and maintains positive relationships with key City departments involved in the execution of various events.
18. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
19. Regular and timely attendance are required for this position.
20. Understands and operates within the local government arena and the political climate.SKILLS, KNOWLEDGE AND ABILITIES
•Must have exceptional verbal and written communication skills, including strong public speaking skills and presence.
•Must have demonstrated knowledge of events, programming production, including logistics, operational planning and organization.
•Must be self-reliant, good problem solver, results-oriented with strong attention to detail.
•Must be proficient in current computer programs including Microsoft Word and Excel and skilled in the operation of computers and familiarity with CRM/CMS platforms to perform data entry, database management and maintain inventory, accurate records and statistics.
•Audio/Visual skills are preferred.
•Must have good knowledge of budget management practices.
•Knowledge of office and business procedures, City policies, rules and regulations, applied health and alcohol laws and regulations.
•Ability to organize and coordinate all sizes of groups and diverse types of events, enforce policies and procedures, make mature judgements, have regular and punctual attendance, work irregular hours and schedules.
•Ability to physically participate in the set up and tear down of festivals and events.
•Ability to manage multiple tasks simultaneously.
•Ability to work with others in a tactful, clear and concise manner.
•Working on site at events will be a significant part of this position. Flexibility to work weekends, extended and irregular hours.
•Must have a positive and encouraging attitude, approachable mannerisms, calm demeanor in emergencies, an acute attention to detail, and ability to adapt easily to change will further ensure success in this position.
EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS
Requires a GED or high school diploma plus five years of work experience in community events, coordinating and managing volunteers, coordinating and executing special events or an equivalent combination of education, training, and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Experience in program management and knowledge of customer service is preferred.
Ideal candidate should possess qualities that will allow candidate to analyze event and festival grounds and visually conceptualize and sketch renderings of possible new elements. Elements could be, but not limited to, theming experiences, festival signage etc.
Must pass a Federal/National criminal check and credit check. Must have a valid Texas driver’s license with an acceptable driving record as defined by City policy.
Must pass a pre-employment drug screen.
WORKING CONDITIONS
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be occasional exposure to outdoor weather elements as the position requires working outdoors during CVB sponsored events throughout the normal course of the year.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.
2. Coordinates, schedules, and trains volunteers to support the production and staffing of Main Street Fest, GrapeFest®, Christmas Capital of Texas, North Pole Express, Nash Farm events, New Vintage Wineries & Galleries Trail, Butterfly Flutterby, and other CVB-produced events. Additionally, works with the CVB festivals and events team to determine on site volunteer and staffing needs for set up, event hours, and tear down, and books and schedules accordingly.
3. Collaborates and continuously communicates with the teams at Historic Downtown Grapevine Association (HDGA), the City’s Parks & Recreation Department, and Harvest Hall to produce activations for Peace Plaza, Townsquare Gazebo, and Liberty Park Plaza. Provides updates to and seeks approval from CVB leadership for festivals, events, and special promotions. Coordinates with the festivals and events team to support the production of each event as needed.
4. Manages and improves the Grapevine Farmers Market, European-style Market and Christmas Market programs at Town Square Gazebo.
5. Collaborates with the Festivals & Events Leadership, Garden Club, and other partnering entities to plan, produce, and improve the annual Butterfly Flutterby event hosted at the Botanical Gardens. Coordinates with festivals and events team to support the event preparations and production as needed.
6. Coordinates with executive management to develop and adhere to appropriate budgets. Operates within budget guidelines; effectively manages time and resources to meet multiple project deadlines.
7. Responsible for receiving all inquiries of potential partners for relevant plazas and venues. If contacted about private events, connects client with the CVB convention team to continue successful production of private event at CVB-owned venues.
8. Maintains accurate and updated databases and reports for vendors, event promoters, volunteers and community groups as assigned. Works with promoters, vendors, volunteers, community groups and other City departments. Maintains database for tracking and scheduling of volunteers and volunteer opportunities; Coordinates scheduling of all volunteers for various events. Helps lead volunteer orientation program for all festivals and events.
9. Communicates time-sensitive information to CVB festivals and events team and marketing and communications team prior to each event to ensure information on the website, Fast Facts, and internal planning documents are up-to-date and accurate.
10. Handles event and supply-related questions from promoters, vendors, suppliers, citizens, visitors and fellow employees in a courteous and efficient manner whether by phone, e-mail or in person.
11. Develops program and visual presentations that promote volunteer-solicitation, recruitment, retention, and recognition to include volunteer position descriptions, membership packets, job descriptions and training. Continuously seeks opportunities to present program to corporations, organizations, and committees.
12. Recruits, allocates, schedules, trains, communicates and directs volunteers for all CVB departments by soliciting to local, social, educational, civic, service, company and corporate organizations. Coordinates volunteer orientations and trainings with partnering entities and produces agendas, scripts, and presentations.
13. Responds to all volunteer inquiries. Develops and administers policies and procedures for a safe work program for volunteers. Researches and learns volunteer online programs. Plans and prepares for volunteer orientations and trainings.
14. Attends civic, service, and other organization’s meetings as needed to represent the CVB and promotes festivals and events programs, recruits/retains volunteers and fosters relationships with Grapevine and surrounding communities.
15. Acts as the Liaison to the Wine Pouring Society (WPS) and coordinates with WPS staff to produce meetings and events and schedules and books staffing opportunities with all CVB partnering entities. Ensures WPS members are preparing and supplying needs for event meetings, socials, and gatherings. Updates and submits WPS reports to CVB on a monthly basis, receives approvals on bookings and budgeted items from CVB Leadership, and processes payments.
16. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
17. Develops and maintains positive relationships with key City departments involved in the execution of various events.
18. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
19. Regular and timely attendance are required for this position.
20. Understands and operates within the local government arena and the political climate.SKILLS, KNOWLEDGE AND ABILITIES
•Must have exceptional verbal and written communication skills, including strong public speaking skills and presence.
•Must have demonstrated knowledge of events, programming production, including logistics, operational planning and organization.
•Must be self-reliant, good problem solver, results-oriented with strong attention to detail.
•Must be proficient in current computer programs including Microsoft Word and Excel and skilled in the operation of computers and familiarity with CRM/CMS platforms to perform data entry, database management and maintain inventory, accurate records and statistics.
•Audio/Visual skills are preferred.
•Must have good knowledge of budget management practices.
•Knowledge of office and business procedures, City policies, rules and regulations, applied health and alcohol laws and regulations.
•Ability to organize and coordinate all sizes of groups and diverse types of events, enforce policies and procedures, make mature judgements, have regular and punctual attendance, work irregular hours and schedules.
•Ability to physically participate in the set up and tear down of festivals and events.
•Ability to manage multiple tasks simultaneously.
•Ability to work with others in a tactful, clear and concise manner.
•Working on site at events will be a significant part of this position. Flexibility to work weekends, extended and irregular hours.
•Must have a positive and encouraging attitude, approachable mannerisms, calm demeanor in emergencies, an acute attention to detail, and ability to adapt easily to change will further ensure success in this position.
EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS
Requires a GED or high school diploma plus five years of work experience in community events, coordinating and managing volunteers, coordinating and executing special events or an equivalent combination of education, training, and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Experience in program management and knowledge of customer service is preferred.
Ideal candidate should possess qualities that will allow candidate to analyze event and festival grounds and visually conceptualize and sketch renderings of possible new elements. Elements could be, but not limited to, theming experiences, festival signage etc.
Must pass a Federal/National criminal check and credit check. Must have a valid Texas driver’s license with an acceptable driving record as defined by City policy.
Must pass a pre-employment drug screen.
WORKING CONDITIONS
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be occasional exposure to outdoor weather elements as the position requires working outdoors during CVB sponsored events throughout the normal course of the year.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.
Salary : $62,288 - $90,317
