Program and Event Coordinator

500 Festival•Indianapolis, IN

1d•Onsite

About The Position

The 500 Festival, an Indianapolis-based non-profit corporation, produces nearly 30 annual events and programs reaching over 500,000 people and creating a $20 million positive financial impact on the city of Indianapolis. The organization originated in 1957 as a community-led initiative to celebrate and support the Indianapolis 500. The mission of the 500 Festival is to produce life-enriching events and programs while celebrating the spirit and legacy of the Indianapolis 500® and fostering a positive impact on the city of Indianapolis and the state of Indiana. Events and programs include the Lucas Oil 500 Festival Parade, the JPMorganChase 500 Festival Kids' Day & 500 Festival Rookie Run, presented by Peyton Manning Children’s Hospital, the American Legion 500 Festival Memorial Service, the 500 Festival Princess Program, presented by The National Bank of Indianapolis, the 500 Festival & Indianapolis 500 Education Program, presented by Riley Children’s Hospital, the 500 Festival KidsFit program and many more. Two significant and financially impactful events for the organization are the IU Health 500 Festival Mini-Marathon and the Delta Dental 500 Festival 5K. The Program and Event Coordinator is an entry-level, full-time, exempt, salaried position responsible for the coordination and execution of events and programs related to the KidsFit Program, Education Program, Indy Mini Post Race Party, Rookie Run, and the Vending Program. The Program and Event Coordinator will also oversee the Course Entertainment Program and Spirit Squads within the Mini-Marathon. Working within a collaborative environment, the Program and Event Coordinator will work with team members to ensure the highest level of planning, implementation, and execution related to the events and programs. This position is a part of the Operations Team and will report to the Program and Event Senior Manager.

Requirements

Bachelor’s degree from a four-year college or university
1–2 years of experience in program coordination, event planning, or community outreach
Excellent interpersonal, verbal, and written communication skills
Strong organizational and project management abilities
Cultural competence and a passion for working with diverse communities
Proficiency with Microsoft Office
Ability to work independently and collaboratively in a fast-paced environment
Must be available to work a flexible schedule, including long hours, early mornings, evenings, and weekends, especially throughout the spring event season
Occasional lifting (up to 50 lbs.) and event setup required

Responsibilities

Provide day-to-day management and event operations for the KidsFit Program, including but not limited to: Collaborate with the Marketing team to develop communication timelines, program newsletters, and printed materials for program participants, Manage registration solicitation and tracking of information throughout all registration processes, Practice consistent and proactive engagement with enrolled schools and teachers to ensure a positive program experience, Develop and distribute curriculum pieces to participating schools and collaborate with the Program and Event Senior Manager to implement programmatic updates, Coordinate recruitment efforts, registration processes, and all communication with schools for the KidsFit Final 5K and Mobile Runs. Facilitate Mobile Runs at schools throughout the state of Indiana. Approximately 5 full-day events in the month of May.
Provide day-to-day management and event operations for the Education Program Mobile Study Trips, including but not limited to: Facilitate Mobile Trips at schools throughout the state of Indiana. Approximately 12 full-day events in the month of March. Manage registration solicitation and school selection process for all trip dates, Manage all pre-trip communications with coordinating teachers and vendors, Collaborate with the Volunteer Coordinator to ensure that all volunteer needs are met for all trip dates.
Provide day-to-day management and event operations for the Indy Mini Post Race Party, including but not limited to: Oversee all aspects of the Indy Mini Post Race Party, including site layout, setup and teardown, event timelines, logistics, budgets, vendors, and city partners. Collaborate with the VP of Operations to facilitate Mini-Marathon Committee meetings and establish relationships with key committee members.
Oversee the Course Entertainment Program for all 500 Festival running events and Spirit Squad Competition for the Mini-Marathon.
Provide day-to-day management of the event operations of the Rookie Run, including but not limited to: Collaborate with the Marketing and Registration teams to develop promotional timelines, participant materials, registration timelines, and event design needs. Coordinate with the Program and Event Manager on event logistics and lead all event-day operations, including setup, execution, and teardown, to ensure a successful participant experience.
Provide day-to-day management of the Vending Program Recruit, coordinate, and manage food and beverage vendors for all 500 Festival events. Oversee vendor operations on-site during events and coordinate permitting and licensing with the Marion County Health Department and the Indiana Department of Health.
Perform additional duties as assigned to support the 500 Festival’s mission and goals.