Event Planner - City of Birmingham

04/21/2025 Grade 18 Full time The City of Birmingham is seeking to hire an Event Planner to be responsible for the booking and preparation of various events (e.g., weddings, receptions, graduations, pageants, business meetings, civic meetings) held at civic centers, auditoriums, or other facilities. Employees in this job class communicate with clients who have rented the facility to gather all the necessary information about their event, discuss their needs, answer any questions and determine the rental rate. Event Planners oversee and assist with the setup of events by scheduling event staff, drafting the room layout, scheduling and working with vendors, and creating and posting directional signage. Employees in this job class also maintain inventory levels, monitor the budget, conduct outreach activities, and ensure safety standards are met with every event. The City of Birmingham provides competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

The pay range for this job is listed below:

Birmingham $19.48 - $30.22

• Driver's license.
• Experience running an event service business (e.g., catering, party rentals).
• Experience in customer service (e.g., face-to-face interactions, sales, solving customer problems and complaints).

• Driver's license.
• Experience planning and organizing events (e.g., weddings, sports, entertainment).
• Experience in customer service (e.g., face-to-face interactions, sales, solving customer problems and complaints).

• Associate's or higher degree in Public Administration, Marketing, or Hospitality.
• Experience supervising or overseeing the work of others (e.g., reviewing, delegating tasks).

• Plans and schedules sporting, entertainment, or exhibition events and programs by booking rooms and/or event space, managing pre-event activities, and coordinating with the event setup crew.
• Coordinates services for events, such as accommodation and transportation for participants, catering, signage, displays, special needs requirements, printing, and event security.
• Organizes registration of event participants (e.g., vendors, clients, safety personnel) to ensure sufficient number of event and safety personnel based on number of anticipated attendees.
• Schedules events by updating venue event calendar using event management software or scheduling book to prevent rooms or venue from being double-booked.
• Coordinates and oversees sporting, entertainment, or exhibition events and programs events by coordinating day-of, and post-event activities.
• Conducts walk-through prior to event time to ensure facility compliance requirements are upheld and event specifications conform to customer requirements.
• Holds pre-event meeting with venue staff to review expectations of event and potential obstacles.
• Confers with staff at a chosen event site to coordinate details.
• Conducts post-event evaluations to determine how future events could be improved (e.g., correct number of event staff, correct number of safety/security personnel).
• Performs general administrative duties such as reviewing or producing reports, letters, or memos, attending meetings, and collecting and processing fees.
• Collects venue and event related fees from customers or vendors to secure event space and/or services.
• Creates reports detailing venue use (e.g., event type, inventory/equipment used, cost and fees collected) in order to provide city personnel (e.g., Mayor, venue Directors) information on events, costs, and revenue.

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Employees may be expected to lift objects and equipment weighing up to 75 lbs. Work is primarily performed in an office setting or employer-owned facilities such an auditorium, event space, or athletic facility. Work involves use of standard office equipment, such as computer, phone, copier, etc. Employees may be expected to work overtime and on weekends or holidays to oversee and facilitate events.