Events Coordinator

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Are you passionate about creating unforgettable events and providing top-tier support to clients? The City of Plano Visit Plano Department is seeking an enthusiastic Events Coordinator to collaborate with our dynamic sales team and ensure seamless event experiences in our vibrant City. From assisting with registration and accommodations to coordinating transportation and curating VIP experiences, you'll play a pivotal role in bringing meetings, conferences, and sporting events to life. This position serves as the vital link between event planners and Plano’s renowned hospitality community, helping to secure the resources needed for truly successful events.

Looking to build a career in Destination Marketing? This role is a fantastic stepping stone into the industry! Visit Plano is recognized as one of Texas's premier Destination Marketing Organizations (DMOs), with award-winning programs that set the standard for excellence. We’re dedicated to professional growth and proudly invest in our team’s education, covering certifications in hospitality programs to help you thrive. If you’re ready to make an impact in event coordination while growing with a forward-thinking team, we’d love to hear from you!

As a valued Team Plano member, you will receive numerous benefits:

• Comprehensive medical, dental, vision plans
• Membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
• Up to three weeks each of paid vacation and sick leave
• Nine paid holidays
• Tuition Assistance
• Free recreation center membership

And so much more! Learn about our benefits here!

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Under direction of the Special Events Supervisor- plans and coordinates events produced by the City of Plano.
• Researches event components to find the best fit for an event.
• Under direction of the Special Events Supervisor, curates, oversees and implements event activities to create a customized experience for attendees.
• Clearly communicates and coordinates event needs with the entire event team on a consistent basis.
• Works closely with other members of the Arts, Culture and Heritage team to coordinate details of events as needed.
• Under direction of the Special Events Supervisor, implements, monitors and evaluates artist/talent & programming for events produced by the Arts, Culture and Heritage.
• Assists in the recruitment and coordination of event vendors.
• Recruits, reviews contracts, and hires and evaluates artist/talent.
• Support artist/talent requirements for events, including hotel, transport and hospitality coordination.
• Prepares and maintains attendance reports on a daily, weekly, and monthly basis for events; prepares and maintains event program evaluations on a quarterly basis.
• Provides customer assistance to the public, other City employees, and outside entities wishing to secure talent for events or file for a film permit.
• Regular and consistent attendance for the assigned work schedule is essential. Work schedule can vary depending on events.
• The planning and coordination of events hosted, sponsored, or supported by Visit Plano that promote tourism, meetings, and conventions.
• Assists in the coordination of destination-related activations, promotional events, and community engagement initiatives to support visitor attraction efforts.
• Research event trends, tourism activations, and hospitality industry needs to enhance the visitor experience.
• Works closely with meeting planners, event organizers, hospitality partners, and local businesses to ensure seamless event execution.
• Collaborates with marketing and sales teams to integrate promotional strategies, brand activations, and digital engagement for events.
• Assists in the coordination of event logistics for client familiarization (FAM) tours, site visits, and industry trade shows.
• Recruits, coordinates, and manages event vendors, entertainment, guest speakers, and industry partners.
• Supports venue logistics, transportation, and hospitality coordination for event guests and key stakeholders
• Maintains accurate event records, including attendance reports, economic impact data, and visitor engagement metrics.
• Assists in preparing event proposals, contracts, and post-event evaluations to measure event success and ROI.
• Provides customer service to meeting planners, visitors, and stakeholders, addressing inquiries related to event support, sponsorships, and venue selection.
• Works with the marketing team to create event-related content, social media engagement, and promotional materials.
• Ensures compliance with city regulations, permitting requirements, and industry best practices for events.
• Represents Visit Plano at industry networking events, trade shows, and community meetings.
• Keep the database updated as it relates to job activities.
• Oversee the purchasing of give-a-way inventory
• Perform group housing for those groups that want it.
• Performs other duties as assigned.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Under direction of the Special Events Supervisor- plans and coordinates events produced by the City of Plano.
• Researches event components to find the best fit for an event.
• Under direction of the Special Events Supervisor, curates, oversees and implements event activities to create a customized experience for attendees.
• Clearly communicates and coordinates event needs with the entire event team on a consistent basis.
• Works closely with other members of the Arts, Culture and Heritage team to coordinate details of events as needed.
• Under direction of the Special Events Supervisor, implements, monitors and evaluates artist/talent & programming for events produced by the Arts, Culture and Heritage.
• Assists in the recruitment and coordination of event vendors.
• Recruits, reviews contracts, and hires and evaluates artist/talent.
• Support artist/talent requirements for events, including hotel, transport and hospitality coordination.
• Prepares and maintains attendance reports on a daily, weekly, and monthly basis for events; prepares and maintains event program evaluations on a quarterly basis.
• Provides customer assistance to the public, other City employees, and outside entities wishing to secure talent for events or file for a film permit.
• Regular and consistent attendance for the assigned work schedule is essential. Work schedule can vary depending on events.

• The planning and coordination of events hosted, sponsored, or supported by Visit Plano that promote tourism, meetings, and conventions.
• Assists in the coordination of destination-related activations, promotional events, and community engagement initiatives to support visitor attraction efforts.
• Research event trends, tourism activations, and hospitality industry needs to enhance the visitor experience.
• Works closely with meeting planners, event organizers, hospitality partners, and local businesses to ensure seamless event execution.
• Collaborates with marketing and sales teams to integrate promotional strategies, brand activations, and digital engagement for events.
• Assists in the coordination of event logistics for client familiarization (FAM) tours, site visits, and industry trade shows.
• Recruits, coordinates, and manages event vendors, entertainment, guest speakers, and industry partners.
• Supports venue logistics, transportation, and hospitality coordination for event guests and key stakeholders.
• Maintains accurate event records, including attendance reports, economic impact data, and visitor engagement metrics.
• Assists in preparing event proposals, contracts, and post-event evaluations to measure event success and ROI.
• Provides customer service to meeting planners, visitors, and stakeholders, addressing inquiries related to event support, sponsorships, and venue selection.
• Works with the marketing team to create event-related content, social media engagement, and promotional materials.
• Ensures compliance with city regulations, permitting requirements, and industry best practices for events.
• Represents Visit Plano at industry networking events, trade shows, and community meetings.
• Keep the database updated as it relates to job activities.
• Oversee the purchasing of give-a-way inventory.
• Performs group housing for those groups that want it.
• Performs other duties as assigned.

Typical Decisions: Under the direction of the Special Events Supervisor, the incumbent will select talent based on appropriateness for a particular event as well as secure talent that will have an appeal to Plano citizens resulting in high attendance at events. The incumbent will coordinate and organize event plans, schedules, and budgets while overseeing events. The incumbent will handle event setup and breakdown logistics and make decisions that affect the public safety of those attending and working the event. This position will know all of the details regarding each event and will be able to clearly answers questions and direct the event team to ensure success of the event.

Under Visit Plano Typical Decisions: The Events Coordinator will support decision-making related to event planning, logistics, and execution, ensuring events align with Visit Plano’s mission to drive tourism and economic impact. The incumbent will assist in selecting vendors, entertainment, and event experiences that appeal to visitors and enhance destination awareness. The role requires strong organizational skills, adaptability, and problem-solving abilities to manage event-related challenges effectively.

Minimum Qualifications:

Knowledge of: Event planning and coordination, industry standards for artist fees and appeal; typical concert & event technical requirements; applicable City codes and ordinances; basic accounting principles and practices.

Skill in:

• Event planning within a tourism, hospitality, or destination marketing environment.
• Industry standards for event logistics, sponsorships, and visitor engagement.
• Destination marketing principles, including the role of events in driving tourism and economic impact.
• Basic budgeting, accounting principles, and event ROI measurement.
• Local hospitality partners, venues, attractions, and tourism-related businesses.

Education: High school diploma or GED equivalent required; Bachelor’s degree in Hospitality Management, Tourism, Event Planning, Marketing, or a related field preferred.

Experience: Two (2) years of experience in event coordination, hospitality, or tourism-related event management preferred. Experience in working with CVBs, DMOs, hotels, or conference/event venues is a plus.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: Texas Class C driver’s license.

Physical Demands and Working Conditions: This classification requires siting and standing in work areas and walking between work areas and event sites. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification bend, stoop, kneel, reach, push, and pull event equipment. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 40 pounds when participating in event set up and breakdown. Prolonged hours of being on your feet is common and expected.

Employees work both indoors and outdoors with direct exposure to moderate noise levels and event equipment. Employees may interact with upset staff and/or public and private representatives and will be expected to de-escalate every situation.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.