Special Events Coordinator

Summary

Under general direction, the Special Events Coordinator is responsible for managing and developing special events and engagement programs to create unique and memorable experiences for the City of Lancaster. This role encompasses overseeing event logistics, coordinating staff and volunteers, leading marketing initiatives, managing procurement, and ensuring compliance with city ordinances. Additionally, the Special Events Coordinator collaborates with local organizations and groups to support community events and plays a key role in facilitating special event permitting and enforcing regulations related to the Central Events District and the Special Event Ordinance.

Essential Duties And Responsibilities

• Plan, organize, and execute city-sponsored activities and events to enhance community engagement.
• Develop, promote, and evaluate internal and external events annually, providing recommendations for improvement or new programming.
• Coordinate event logistics, including setup, teardown, layout, and collaboration with relevant departments.
• Recruit, train, schedule, and supervise volunteers and part-time staff to ensure event success.
• Cultivate relationships with vendors, sponsors, and local organizations to secure funding and increase participation.
• Solicit sponsors, negotiate contracts, and manage vendor applications to ensure compliance with city standards.
• Collaborate with the Director of Community & Public Relations to produce timely marketing and promotional materials.
• Review submitted special event applications, facilitate meetings with applicants and city representatives, and enforce special events ordinances.
• Obtain necessary licenses, permits, and agreements for events to ensure compliance with applicable regulations.
• Manage purchasing and rentals for events while adhering to city procurement policies.
• Maintain detailed records of event statistics and prepare post-event reports, including sponsorship follow-ups.
• Propose and enforce rules for the operation and use of the Central Events District, including regulations for street performers, sound amplification, solicitation, and commercial vendors.
• Handle temporary closures or restricted access to the Central Events District for safety, maintenance, or other concerns.
• Address inquiries, resolve complaints, and manage emergencies with professionalism and composure.
• Develop and implement strategies to increase community engagement and participation in events.
• Maintain supply and equipment inventories, ensuring the necessary resources for events.
• Conduct research to enhance event programming and improve community offerings.
• Travel to attend meetings, conferences, and training sessions, as needed.
• Perform other related duties as assigned.
  
  

Supervisory Responsibilities

This job has no supervisory responsibilities.

Education And/or Experience

Bachelor’s Degree preferred; one to two years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations

Valid driver’s license.

The City of Lancaster offer a complete benefits packeage to full-time employees which includes: health care; paid holidays, vacation time, sick leave, retirement, longevity, tuition reimbersemet and more.

To learn more details, vist our benefits page.