Event Coordinator

Principal Function: The Event Coordinator is responsible for planning, implementing, monitoring, and evaluating community events, programs, and seasonal markets. This position leads logistic planning, permitting, vendor coordination, and post-event evaluations while working closely with internal departments and community partners.

Events You Will Lead:

• Summer Concert Series
• Seasonal Markets
• Fourth of July Concert
• Blues in the 'Burg Festival

Essential Duties & Responsibilities: Duties include but are not limited to:

Event & Festival Planning & Implementation

• Plans, implements, and oversees summer concerts, the 4th of July concert, and Blues in the ‘Burg Festival, ensuring high-quality community experiences.
• Develop detailed action plans, event schedules, and logistical layouts.
• Secures entertainment, contracts, and other necessary event components.
• Manages event budgets, tracking expenses, and financial reports.
• Coordinates event logistics, including vendor setup, rentals, accessibility, and safety measures.
• Serves as the on-site supervisor during events to oversee operations and troubleshoot issues in real time.

Market Master - Seasonal Markets

• Oversees all aspects of the Brownsburg Farmers Market and other seasonal markets, including vendor recruitment, scheduling, compliance, and daily operations.
• Manages market logistics, including vendor placement, customer experience, and conflict resolution.
• Ensures markets adhere to all town policies, health regulations, and licensing requirements.
• Works with the marketing team to coordinate promotional efforts for the markets.
• Builds relationships with local farmers, artisans, and food vendors to enhance market offerings.
• Serves as the primary point of contact for market vendors, ensuring adherence to agreements and a positive vendor experience.

Permitting & Compliance

• Collaborates with public safety, town administration, and other departments to secure necessary approvals and operational support.
• Ensures all events and markets comply with safety protocols and accessibility standards.

Vendor, Sponsor & Partner Coordination

• Actively recruits vendors for events and markets, ensuring compliance with policies and contracts.
• Works with sponsors after they have signed on to ensure fulfillment of sponsorship benefits.
• Build relationships with local businesses, community groups, and event partners.

Post-Event & Market Evaluation

• Collects and analyzes post-event and market data to assess success, identify improvements, and guide future planning.
• Prepares reports on event and market attendance, financials, and overall program effectiveness.

Administrative & Other Duties

• Maintains event and market supplies inventory, initiating repairs and replacements as needed.
• Assists with hiring, training, and evaluating seasonal event and market staff.
• Coordinates with volunteers.
• Develop and implement policies related to event and market operations.
• Responds to public concerns, questions, and complaints professionally and promptly, maintaining a strong customer service philosophy.
• Identifies grant opportunities; develops and prepares grant proposals.
• Ensures compliance with regulatory mandates for all operations. Assists with implementation of Town policies, practices, and procedures.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the Town of Brownsburg. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience: A Bachelor’s Degree (B.A./B.S.) in hospitality, event management, business or parks administration, recreation, or other related field; and 1-3 years related experience and/or training; or equivalent combination of education and experience is required.

Knowledge, Skills, and Abilities:

• Working knowledge of event design, planning, and implantation.
• Ability to obtain required certifications/licenses as outlined by Department standards.
• Highly organized and detail-oriented.
• Resourceful and creative.
• Analytical skills and problem-solving ability.
• Must exhibit professionalism and effectively work with the public, vendors, and employees.
• Skillfully convey information on various topics to a diverse target audience.
• Influencing and consultative skills are critical.
• Proficient with commonly used office software, including but not limited to MS Word, Excel, PowerPoint, and Outlook, as well as telephone and internet communications.
• Ability to handle confidential information.
• Effective prioritization and time management skills.
• Ability to work in a fast-paced, high-pressure, deadline-driven environment.
• Strong initiative to strive for continuous accuracy, quality, and timeliness of information.
• Ability to build and maintain effective relationships through strong interpersonal skills emphasizing relationship-building and consistent demonstration of solid professional judgment.
• Ability to manage multiple projects and tasks simultaneously.
• A genuine commitment to quality on behalf of the Town while building a culture committed to excellence is mandatory.
• Must have and maintain a verifiable Driver's License, demonstrate a safe driving record, and remain insurable through the Town's liability insurance carrier, if applicable.

Physical Demands: The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently will stand, walk, and lift and/or move up to 50 pounds without an assistive device (greater weights may be required with an assistive device). The employee occasionally will climb or balance, stoop, kneel, crouch, or crawl.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities

This job operates primarily in the general community and has moderate safety/health hazard potential. The noise level in the work environment is usually moderate to loud. However, job duties will require employees to perform skilled labor with high safety/health hazard potential.

While the role follows a standard work schedule of Monday through Friday, 8 a.m. to 4:30 p.m., this job will require additional hours outside of this timeframe, including evenings, weekends, holidays, and on-call availability. Frequent in-town travel will be required.

As part of our comprehensive benefits package, Brownsburg offers:

• Competitive compensation packages, including paid time off
• Medical, dental, and vision insurance plans with competitive premiums
• Group life & long term plans
• Additional supplemental insurance options available
• A generous pension plan