Special Event Coordinator

International Live Events Association (Ilea)•Plymouth, MN

About The Position

The Special Event Coordinator will lead the planning, coordination, and execution of community events, recreation programming, ticketed concerts and Hilde Performance Center rentals. Deliver inclusive, engaging and memorable experiences that meet the varying needs of Plymouth residents and visitors. The Special Event Coordinator position is required to work special events and rentals which may include nights, weekends and holidays. Essential Functions Plan, design, initiate and coordinate events and services that provide high quality opportunities for residents and visitors. Analyze and evaluate special events and recreational opportunities for the community Develop event concepts, timelines, goals and themes, research locations and vendors Create, manage and monitor event budgets to ensure cost-effectiveness Source, negotiate contracts with and coordinate entertainers and other suppliers Oversee venue setup, seating, parking, A/V, scheduling and on-site management during events Create promotional materials, coordinate advertising, and handle publicity in collaboration with communications staff Work with others to establish innovative partnerships, creative programs/events and entrepreneurial services Coordinate and schedule programs and activities with other departments and/or community organizations Work with other staff and volunteers to maximize opportunities Provide exceptional customer service to all customers of the City of Plymouth. Interact with others in a manner that is professional and inspires open communication Remain informed on current city information, park development and recreation programming/event issues Make event operational decisions in a timely manner Serve as liaison to establish positive community relations with local schools, agencies and organizations Foster a respectful workplace culture and champion fairness, inclusion and belonging Demonstrate a full understanding of - and respect for - the diversity of the community, co-workers and supervisors, including individuals with disabilities or individuals whose first language may not be English Resolve customer concerns and recommend solutions Participate in training designed to strengthen competencies in areas such as collaboration, communication, leadership, decision-making and problem solving Manage all coordination and scheduling of the Hilde Performance Center. Process facility rental reservations, including scheduling and providing tours Maintain and communicate rental policies and procedures to customers Meet with customers for event walk-throughs, provide and obtain rental details, work with contracts, invoices and receipt payments Provide day-of event support, including supervision of rentals and maintaining compliance of the rules and regulations of the site and delivering ongoing customer service and support Work with communications to develop marketing and public relations initiatives to promote rentals and facility usage through press releases, advertising, cable television, the city newsletter and other media vehicles. Maintain website and social media accounts for branded events Coordinate, implement and track event/rental survey data and recommend improvements and changes as appropriate Develop opportunities to expand use of the facility in partnership with the city's destination marketing organization Support the hiring, onboarding, training, scheduling, and direction of seasonal/temporary staff. Recruit, schedule, train and supervise seasonal/temporary staff Ensure that preparations for scheduled activities and events have been carried out Direct the development and implementation of policies, procedures and systems that will assure excellent customer service Provide feedback through formal and informal performance improvement Perform other duties as assigned. Keep key stakeholders informed on recreation programs, services, and other areas of responsibility Act as a city representative or liaison to community organization and/or associations Attend and present at city council, and/or advisory board or commission meetings when appropriate Assist with other duties and responsibilities as assigned

Requirements

Associate s degree in event management, hospitality, parks and recreation, or related field. May substitute equivalent experience.
Two years of previous related experience, preferably in special event planning or hospitality.
Demonstrated ability to perform in accordance with the City of Plymouth s CIVIC values (customer focus, integrity, visionary, inclusion and connection) and comfort with supporting and advancing the city council s strategic priorities.
Excellent planning, organization, and implementation skills.
Proficiency in Microsoft Office software programs.
Valid driver s license.
Ability to work nights and weekends.

Nice To Haves

Bachelor s degree in event management, hospitality, parks and recreation or related field.
One year experience supervising or providing work direction to temporary/seasonal staff.
Experience working with RecTrac software, AllSeated, or other site facility software.
Experience working with basic audio-visual equipment for rental spaces.

Responsibilities

Plan, design, initiate and coordinate events and services that provide high quality opportunities for residents and visitors.
Analyze and evaluate special events and recreational opportunities for the community
Develop event concepts, timelines, goals and themes, research locations and vendors
Create, manage and monitor event budgets to ensure cost-effectiveness
Source, negotiate contracts with and coordinate entertainers and other suppliers
Oversee venue setup, seating, parking, A/V, scheduling and on-site management during events
Create promotional materials, coordinate advertising, and handle publicity in collaboration with communications staff
Work with others to establish innovative partnerships, creative programs/events and entrepreneurial services
Coordinate and schedule programs and activities with other departments and/or community organizations
Work with other staff and volunteers to maximize opportunities
Provide exceptional customer service to all customers of the City of Plymouth.
Interact with others in a manner that is professional and inspires open communication
Remain informed on current city information, park development and recreation programming/event issues
Make event operational decisions in a timely manner
Serve as liaison to establish positive community relations with local schools, agencies and organizations
Foster a respectful workplace culture and champion fairness, inclusion and belonging
Demonstrate a full understanding of - and respect for - the diversity of the community, co-workers and supervisors, including individuals with disabilities or individuals whose first language may not be English
Resolve customer concerns and recommend solutions
Participate in training designed to strengthen competencies in areas such as collaboration, communication, leadership, decision-making and problem solving
Manage all coordination and scheduling of the Hilde Performance Center.
Process facility rental reservations, including scheduling and providing tours
Maintain and communicate rental policies and procedures to customers
Meet with customers for event walk-throughs, provide and obtain rental details, work with contracts, invoices and receipt payments
Provide day-of event support, including supervision of rentals and maintaining compliance of the rules and regulations of the site and delivering ongoing customer service and support
Work with communications to develop marketing and public relations initiatives to promote rentals and facility usage through press releases, advertising, cable television, the city newsletter and other media vehicles.
Maintain website and social media accounts for branded events
Coordinate, implement and track event/rental survey data and recommend improvements and changes as appropriate
Develop opportunities to expand use of the facility in partnership with the city's destination marketing organization
Support the hiring, onboarding, training, scheduling, and direction of seasonal/temporary staff.
Recruit, schedule, train and supervise seasonal/temporary staff
Ensure that preparations for scheduled activities and events have been carried out
Direct the development and implementation of policies, procedures and systems that will assure excellent customer service
Provide feedback through formal and informal performance improvement
Perform other duties as assigned.
Keep key stakeholders informed on recreation programs, services, and other areas of responsibility
Act as a city representative or liaison to community organization and/or associations
Attend and present at city council, and/or advisory board or commission meetings when appropriate
Assist with other duties and responsibilities as assigned