Special Events Coordinator

Position Summary

The Special Events Coordinator is a full-time position within the Parks and Recreation Department that is responsible for assisting with the organization and operation of special events and the recruiting and retaining of event sponsors. Duties include overseeing the operation of the marketplace area within the events, recruiting and retaining sponsors, recruiting and retaining concessions, overseeing box office operations at events, website design and maintenance for special events, and overall assisting with managing city special events and providing excellent customer service.

Essential Job Functions

• Recruit local businesses for sponsorships at special events.

• Identify event and departmental assets and determine levels of sponsor investment.

• Set yearly sponsor revenue goals.

• Create, design and print an asset selling book.

• Negotiate agreements with clients and create event-related credentials.

• Create and maintain effective administrative systems to track sponsorship agreements, payments, revenue, etc.

• Work with Tourism and local Chambers to build business relationships.

• Keep updated client records in CRM.

• Ensure all marketing and hospitality benefits for clients are delivered and provide event recap to participating clients.

• Attract and recruit new vendors to fill various Marketplace areas at events. Vendor categories may include commercial buy/sell, arts and crafts, handmade/homemade, specialty food, concessionaires, and body/home products.

• Manage vendors and vendor relationships while providing a high level of customer service which includes maintaining a vendor database, answering vendor question and requests, maintaining the weekly calendar, mapping vendors and retaining vendors.

• Work with supervisor to maintain marketplace rules, policy and application process. Create and maintain effective administrative systems to track vendor applications, payments, revenue, etc.

• Work with the health department to ensure vendor compliance with City requirements.

• Actively manage marketplace operations from set up to clean up on event days including assisting and supporting vendors, answering questions, solving problems, handling disputes and maintaining a clean, safe environment for guests.

• Assist with the on-site management of all special events and activities.

• Assist with the division's annual marketing plan and strategy to expand the customer base of the events to the local and surrounding communities.

• Create, update, revise and manage event-related web content utilizing the content management system (wix.com). Conduct regular reviews of web site pages to ensure accuracy, timeliness and relevance.

• Oversee all box office operations at events - ticketing, cashier, reporting, logistics.

• Oversee the division's social media contractor. Responsibilities include daily social media posts/content, creating ads, managing events and responding/replying to customer comments and messages.

• Manage PayPal for the Special Events Division including weekly reporting, deposits and working with the Finance Department.

• Purchase, inventory and organize merchandise and event support supplies as needed.

• Assist with the development and creation of event-related marketing materials including digital pieces, print pieces and various advertising channels.

• Work in a fast paced, multi-tasked environment.

• Utilize exceptional customer service skills while working with vendors, guests and other staff.

• Be a team player, self starter and creative thinker with the ability to be flexible, pay attention to details and exhibit exceptional organizational skills.

• Responsible for regular attendance, arriving to work on time, payroll and hours input.

• Attend association conferences and keep up to date on industry trends, standards and best practices.

• Other duties as assigned or required.

Education and Experience

Bachelor's Degree or equivalent experience.

One year of event experience and two-five years of sales experience are preferred.

Employment is conditional upon successful completion of a comprehensive criminal background check, drug and alcohol testing and a motor vehicle review.

Knowledge, Skills and Abilities

Knowledge of and passion for special events and sales.

Knowledge of basic computer software programs including Microsoft Office, Adobe Creative Suites, email, internet, social media and ability to learn additional software programs including wix.com. Ability to use a tablet and mobile device.

The ability to work in a fast-paced environment and keep a flexible schedule. Ability to generate new ideas and concepts that will enrich the market for patrons. Knowledge of general office procedures. Must be dependable, responsible and a positive role model. Skill in communicating effectively with management, co-workers, vendors and patrons.

Skill in organization of work and implementation/execution of events. Ability to develop a positive rapport with different elements of staff, vendors and patrons.