Events Coordinator

Deadwood Area Chamber of Commerce and Visitors Bureau

Position: Events Coordinator   

Reports to: Executive Director

Details: This position directs and coordinates activities of designated special events to ensure that goals and objectives specified for each event are met or accomplished on time and within budget. This high-profile position requires a broad knowledge of marketing, communication, budgetary, conflict negotiation, de-escalation, and organizational skills.

Location: Employee must reside near Deadwood; primary work location will be 501 Main Street, Deadwood, SD, 57732, and travel is required. 

Qualifications:

·        High School Diploma or equivalent

·        Minimum of 3 years of experience in project or event management including fundraising and managing a volunteer workforce.

·        Working knowledge of Microsoft Office Suite and programs supporting it

·        Working knowledge of Deadwood and the Black Hills

·        Important professional traits: attention to detail, multitasking, prioritizing tasks and meeting deadlines, strong writing skills, budgeting

·        Learn new skills, tech, and programs on an ongoing basis

·        Creative

Essential job functions:

Planning/Management:

·        Assist and monitor private events at the rodeo grounds

·        Organize and flow chart specific events

·        Select and obtain contracts with entertainment, insurance, security, lighting, and other product and service providers

·        Recruit, select, and coordinate volunteer workers for events

·        Coordinate dates, times, and physical locations of events with community and governmental leaders and employees

·        Coordinate event participation with local businesses

·        Be a member of various event committees

·        Attend City Commission and Events Committee meetings as necessary

·        Serve as a liaison between the City of Deadwood, the community, and the Deadwood Chamber of Commerce

Communication:

·        Provide updates on activities and budgetary concerns to the Executive Director

·        Update governmental entities, event committees, and Deadwood Mayor on activities and concerns

• Finalize high-level event details with the Executive Director and marketing personnel at least two months in advance to provide necessary details for creative, ad placement, and other promotional media, e.g. press releases

·        Conflict negotiation, de-escalation

·        Communicate as needed with Chamber members, product and services vendors, media companies, volunteers, etc.

·        Maintain and update a monthly list of events scheduled by the private sector.

·        Maintain a list of open container events and share with staff and businesses when requested.

·        Maintain a list of road closures and share with staff and businesses when requested.

Budgetary Management:

·        Develop, submit, and subsequently implement an approved budget for each event and activity

·        Detail expenditures and present any potential excess expenditures to the Executive Director before incurring expense

All Employees of the Chamber will:

·        Assist with phone calls and in-person visitor/business inquiries, including Chamber front desk and Welcome Center

·        All duties as necessary during major events in Deadwood including pre-registration and registration

·        Will be assigned to represent the Chamber on a business/tourism/event committee(s) in town or region

·        Help cleanup/organize Chamber storage areas, offices, property, and vehicles

·        Work together as a team and help where needed

·        Travel to conventions and trade shows as needed

·        Additional tasks as assigned

Physical Requirements:

·        Prolonged periods of sitting at a desk and working on a computer

·        Prolonged periods of standing

·        Working outdoors during events in a variety of weather conditions and temperatures

·        Must be able to lift 45 pounds or more at times

·        Must be able to travel as needed

·        Must be able to access and navigate each department at the organization’s facilities

This position also requires the employee to work non-traditional hours, including: 

• Be available for night/weekend work as applicable, including but not limited to 5 weeknight Chamber after-hour mixers and 14 Chamber events, and facilitate/monitor events taking place at the rodeo grounds taking place on weekends (Friday & Saturday mainly) and at night, during the year. Attendance at these events is required unless prior approval is granted by the Executive Director of the Deadwood Chamber of Commerce. 

CONTINUED LEARNING:

The fields of event management and entertainment can change quickly, sometimes monthly. A successful candidate will continue to stay up to date within their field through self-study, conventions, and in-person and online learning opportunities. The Chamber will support those efforts.

Remember to be respectful of the Deadwood Chamber of Commerce & Visitors Bureau and the businesses and community we represent. Inappropriate conduct on social media platforms including but not limited to hate speech, bullying, retaliation, and discrimination may be cause for discipline and/or termination. 

This position also requires the employee to be politically neutral, unless directed otherwise by the Executive Director by way of the Board of Directors. 

The employee also understands that this position is tasked with facilitating events at the event complex in conjunction with the City of Deadwood.