Special Events Coordinator

Description

Position Summary:

The Special Events Coordinator is responsible for planning, organizing, and executing a variety of community events and programs on behalf of the Town. This position engages residents, fosters community spirit, and promotes the Town’s mission and services through safe, inclusive, and memorable events.

Essential Duties And Responsibilities

Event Planning and Execution

• Plan, coordinate, and manage town-sponsored events, including festivals, parades, concerts, ceremonies, and seasonal programs.
• Develop event concepts, themes, and programming in alignment with community needs and departmental goals.
• Coordinate logistics, including scheduling, budgeting, equipment, and staffing.
  
  

Collaboration and Community Engagement

• Collaborate with other departments, local businesses, non-profits, and community groups to enhance events and secure partnerships or sponsorships.
• Serve as the main liaison for vendors, volunteers, contractors, and event participants.
  
  

Communication and Promotion

• Promote events via digital platforms, social media, print materials, and local media outlets.
• Develop event marketing plans, including timelines and promotional content.
  
  

Budget and Compliance

• Prepare event budgets, monitor expenses, and ensure events remain within allocated funds.
• Ensure compliance with all town policies, ordinances, permits, safety regulations, and insurance requirements.
  
  

Event Management Logistics

• Coordinate facility reservations, permits, street closures, and necessary approvals.
• Manage event setup, on-site operations, and breakdown, ensuring events run smoothly and safely.
• Conduct post-event evaluations, including feedback collection and data analysis, to assess success and identify improvements.
  
  

Administrative Duties

• Maintain detailed records, contracts, and reports related to event operations.
• Assist in grant applications or funding requests to support event initiatives.
  
  

Requirements

Required Knowledge, Skills, and Abilities:

• Strong event planning, organizational, and project management skills.
• Ability to communicate effectively with diverse groups, including residents, businesses, and officials.
• Knowledge of marketing, promotion strategies, and community outreach techniques.
• Proficiency with Microsoft Office Suite, event software, and social media tools.
• Strong problem-solving skills and ability to handle unexpected challenges calmly.
• Ability to work independently and collaboratively in a fast-paced environment.
• Understanding of budgeting and financial management for events.
  
  

Minimum Qualifications

• Bachelor’s degree in Public Relations, Event Management, Marketing, Parks and Recreation, or a related field with two (2) years of experience in event planning, community programming, or related work, or equivalent combination of education and experience.
• Experience working with government entities, non-profits, or community groups preferred.
• Valid Driver’s License.
  
  

Working Conditions

• Ability to work evenings, weekends, and holidays as required for events.
• Work is performed both in an office environment and outdoors during events in varying weather conditions.
• Ability to lift or move equipment up to 30 pounds.
  
  

Employee benefits can be found by clicking here .