Festival Coordinator

City Of Carmel•Carmel, IN

About The Position

The City of Carmel is seeking a dynamic and highly organized Festival Coordinator to lead the planning, coordination, and execution of city-sponsored events and community initiatives. This role is instrumental in delivering exceptional festivals, ceremonies, and public programs that enhance Carmel’s vibrant community and high quality of life. From concept to post-event evaluation, the Festival Coordinator oversees all aspects of event operations, supervises staff and volunteers, manages vendor and stakeholder relationships, and ensures compliance with city policies, safety standards, and budget requirements. This position also collaborates closely with the Marketing and Communications team to promote events and engage residents, businesses, and visitors. Position reports to the Director of Marketing & Community Relations.

Requirements

Bachelor’s degree in Event Management, Public Administration, Hospitality, Communications, or a related field
Minimum of five (5) years of progressively responsible experience in event planning or hospitality, including large-scale public events
Prior supervisory or team leadership experience required
Valid Indiana driver’s license required
Strong project management and organizational skills with the ability to manage multiple priorities under tight deadlines
Knowledge of event planning principles, vendor coordination, and contract management
Ability to think critically, solve problems quickly, and make sound decisions under pressure
Excellent interpersonal and communication skills with a customer-service mindset
Ability to lead teams, foster collaboration, and build strong relationships across departments and the community
Proficiency in Microsoft Office and other relevant software (e.g., design, social media, and content tools)
Ability to analyze data and prepare reports to inform decision-making
Ability to maintain confidentiality and exercise sound judgment
Work is performed in both office settings and outdoor venues in all seasons
Requires availability for evenings and weekends
Involves moderate physical activity, including lifting up to 50 pounds, standing/walking for extended periods, and event setup/teardown
Must be able to operate a motor vehicle for work-related activities

Nice To Haves

Municipal or public sector experience preferred

Responsibilities

Lead the planning and delivery of city-wide festivals, cultural events, ceremonies, and community programs
Develop detailed timelines, site plans, production schedules, and contingency plans
Coordinate logistics including permits, staging, security, traffic control, accessibility, rentals, and on-site operations
Serve as the on-site lead to ensure seamless execution and rapid problem-solving
Supervise event staff, seasonal employees, and volunteers
Delegate tasks, monitor performance, and provide training and mentorship
Collaborate across departments (e.g., Streets, Police, Fire) to ensure successful event delivery
Develop and manage event budgets, track expenses, and support sponsorship efforts
Oversee permitting processes and ensure appropriate insurance coverage
Prepare purchase orders, contracts, and service agreements in accordance with city policies
Serve as the primary liaison with community groups, nonprofits, sponsors, and partners
Support sponsorship development and stewardship
Respond to public inquiries related to city events
Partner with the Communications team to develop promotional strategies and outreach campaigns
Contribute content for the city website, social media, and press releases
Conduct post-event evaluations and prepare reports on attendance, budget outcomes, and performance
Use data and feedback to enhance future programming
May assist with major community events requiring cross-department participation
Performs other related duties as assigned