Essential Functions | % of Time | - Plan, Coordinate, and Evaluate Assigned Event Logistics: Organize, create, and manage special events including festivals, concert series, and seasonal events. Schedule and conduct organizational meetings to determine special event goals and objectives. Create and present presentations, speeches, event proposals, etc., to City management, event boards of directors, and/or prospective event representatives. Select and reserve event locations. Act as a liaison between contracted event representatives and local authorities, vendors, and suppliers. Draft and then administer contracts and service agreements once approved with entertainment groups, vendors, etc., according to established ordinances and policies. Ensure delivery of agreed upon terms and coordinate payment for services. Evaluate and recommend improvements for all aspects of special events (i.e., taking inventory, ordering process, and ticket redemption). Coordinate one or more of the following event areas:
- Entertainment: Book musical and various entertainment acts (e.g., bands, performance artists, etc.) for special events. Coordinate entertainment logistics to include layout and setup of stages. Act as liaison between entertainment group, sound company, emcees, etc.
- Operations/Logistics: Coordinate with local authorities to ensure all permits/applications are completed in a timely manner. Create site maps and build-out spreadsheets for staff, crew, vendors, City departments, and local authorities to ensure the success of special events. Coordinate with vendors and suppliers to oversee and facilitate the construction and operations of seasonal ice rink. Write and distribute event notification letters to all event staff and volunteers. Create and maintain a database of all vendor contact information. Recruit, interview and coordinate schedules for temporary staff for special events.
- Saturday Market: Coordinate all aspects of the City’s Saturday Market event series. Create and manage weekly activities for each market to include chef demonstrations, educational, and community events. Develop and monitor event budget. Administer Electronic Benefit Transfer (EBT) program to include coordinating with regulatory agencies and reconciling funds. Setup and implement market fees and pricing structures, as well as, collect and track revenues and outstanding payments. Administer best practices related to all food handling and safety according to applicable regulatory agencies.
- Vendors: Solicit various types of vendors (e.g., food) for special events. Oversee pricing structures and plans for vendors. Review vendor applications and select/approve vendors accordingly. Coordinate logistics for vendor load-in and load to and from events. Ensure and enforce compliance with City ordinances and event policies and procedures.
- Unity Park: Organize and coordinate Unity Park Welcome Center event space rentals and sales requests. Serve as a subject matter expert on Unity Park event capacity and layout schemes. Ensure businesses and vendors operating within Unity Park are notified of upcoming and ongoing events and rentals.
- Volunteers: Recruit and solicit community volunteers, non-profit groups, and corporate groups for special events. Manage and provide leadership to volunteer leaders on each event, conduct meeting and training sessions for group coordinators, and develop written protocols for all volunteers at events. Answer potential volunteer inquiries, track volunteer schedules, create job descriptions and maintain the volunteer database.
| 60% | - Provide On-Site Event Management: Act as on-site coordinator by organizing, training, assigning tasks, and supervising event staff and volunteers throughout events. Coordinate and assist with event logistics to include organizing, setting-up and breaking down event equipment (i.e. tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Proactively identify and evaluate special event infrastructures in order to troubleshoot any issues that may arise. Organize and manage special events vendor load-in and load-out of equipment. Monitor vendors, sponsors, and general-public to ensure event compliance. Coordinate with other City departments on issues of public safety and City ordinance compliance. Write, edit, and gather photo content for web pages and social media as needed.
| 30% | - Provide Administrative Support for Permitting Processes: Administer or assist in administering public property programs to include street performers, news racks, and sidewalk encroachments. Review permit applications, obtain proper approvals, and create permits to distribute to participants accordingly. Maintain a directory of all approved permits and contacts. Ensure ordinance compliance by permit holder. Act as liaison between the public, businesses, and permit holders to address any issues that may arise. Serve as backup to Special Event Manager for processing special event and filming permits.
| 10% |
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