Special Events Coordinator

City of Cibolo•Cibolo, TX

7h•$25 - $37•Onsite

About The Position

Under general direction from the Parks & Facilities Superintendent, the Special Event Coordinator leads the planning, organization, and execution of major City-sponsored and community events in Cibolo. This multifaceted role drives event success by securing corporate sponsorships, managing budgets, and designing marketing strategies. Key responsibilities include overseeing event logistics, vendor contracting, volunteer management, and building strategic community partnerships. Additionally, this position provides cross-departmental support for various City events and performs other related duties as assigned.

Requirements

Knowledge of the principles, practices, and techniques used in planning, organizing, and executing large-scale community events, municipal programs, and facility operations.
Knowledge of the basic principles of budget preparation, financial tracking, contract monitoring, and revenue collection.
Knowledge of marketing, public relations, and promotional strategies tailored for municipal events and community engagement.
Knowledge of methods and techniques for securing corporate sponsorships, managing donor deliverables, and cultivating community partnerships.
Knowledge of operational logistics, including vendor coordination, entertainment contracting, and equipment asset management.
Knowledge of relevant local, state, and federal health, safety, fire, and licensing regulations governing public assemblies and special events.
Knowledge of occupational hazards and standard safety precautions required for event setup, physical teardown, and crowd management.
Skill in coordinating and directing multi-faceted event logistics, including the scheduling of vendors, decorators, audio-visual technicians, and security personnel.
Skill in negotiating, drafting, and administering vendor agreements, service contracts, and sponsorship packages.
Skill in communicating clearly and professionally, both orally and in writing, with city officials, external stakeholders, vendors, and the general public.
Skill in developing creative promotional materials, flyers, and publications to optimize community awareness and event attendance.
Skill in using computer applications and software, including Microsoft Office (Word, Excel, Outlook) and specialized event management or budgeting systems.
Skill in analyzing post-event data and metrics to measure performance against goals and identify operational areas for improvement.
Ability to plan, organize, and successfully execute multiple complex events simultaneously under tight deadlines and changing priorities.
Ability to prepare, monitor, and strictly adhere to individualized event budgets while maintaining accurate financial tracking reports.
Ability to serve as the primary, authoritative on-site contact during events, demonstrating strong problem-solving skills to resolve operational issues in real time.
Ability to build and maintain effective, collaborative working relationships with city departments, community organizations, business partners, and coworkers.
Ability to respond tactfully and professionally to inquiries, complaints, or complex customer service situations from the public and stakeholders.
Ability to ensure strict compliance with all safety and regulatory standards during functions and accurately document any incidents or accidents.
Ability to work a flexible schedule that routinely includes evenings, weekends, holidays, and rotating shifts as dictated by event schedules.
Bachelor’s Degree from an accredited college or university, or three (3) years of experience developing, coordinating, implementing, and evaluating special events; OR an equivalent combination of education and experience.
Valid Texas Class “C” Driver’s License

Responsibilities

Plan, implement, and evaluate major City-sponsored community and downtown events (e.g., Cibolofest, Holiday Lighting/Parade, Cibolo Summer Nights, groundbreakings, and the State of the City address).
Monitor and maintain event budgets, prepare financial tracking reports, and assist in collecting event billing charges.
Identify, negotiate, and execute community partnerships and sponsorship agreements, ensuring all promised deliverables are met.
Continually evaluate event and program activities against established goals and adjust operations to better satisfy diverse community needs.
Oversee the on-site operational setup, execution, and tear-down of events, serving as the primary point of contact for organizers, vendors, and city departments.
Coordinate operations between clients and service providers—including caterers, decorators, stagehands, audio-visual technicians, and security—to fulfil facility requirements.
Communicate with vendors, entertainers, and contractors, and assist in drafting agreements, purchase orders, and contracts.
Monitor, track, and maintain an inventory of special event equipment and supplies to ensure assets are securely stored and operationally ready.
Lead, schedule, train, and prioritize duties for assigned part-time personnel, cross-departmental project teams, and event volunteers.
Conduct facility tours for prospective clients and meet with organizers to promote municipal venues for future conventions, meetings, and community functions.
Respond to inquiries and complaints from the public or stakeholders in a professional manner, and speak to community groups to promote upcoming programming.
Coordinate the development, design, and distribution of promotional publications, flyers, and marketing materials to drive community awareness.
Ensure strict compliance with all health, safety, and city regulations by personnel and participants during events, and maintain detailed documentation of any incidents.
Perform other related work, duties, or special projects as required or assigned.