Special Events Coordinator

G&A Partners•Bryan, TX

19h•Onsite

About The Position

G&A Partners’ client is seeking a Special Events Coordinator to join its team in Bryan, Texas. The role plans and runs signature community events that bring residents and visitors to Downtown Bryan, including monthly First Friday events and fall and holiday events. The coordinator owns assigned events from vendor applications through post-event reporting, working within formats, budgets, and calendars approved by the Community Engagement Manager. The coordinator serves as the on-site lead, supervises event staff and volunteers, and works directly with vendors, sponsors, performers, downtown partners, and City of Bryan departments. The role also identifies and tests improvements to events within their established structure. The position requires working First Friday evenings and assigned evening, weekend, and holiday events, as well as living in or being willing to relocate to the Bryan–College Station area.

Requirements

Bachelor’s degree in tourism, hospitality, event management, communications, marketing, or a related field, or equivalent experience.
At least two years of experience planning and running public or community events, including serving as the on-site lead.
Experience managing vendors, contractors, or performers, including applications, agreements, and day-of coordination.
Ability to work every First Friday evening and assigned evening, weekend, and holiday events.
Must live in or be willing to relocate to the Bryan–College Station, Texas area.
Ability to lift and carry up to 50 pounds, with or without reasonable accommodation.
Ability to stand and walk for extended periods outdoors in Texas weather during long event days.
Ability to operate a motor vehicle and hold a valid driver’s license.

Nice To Haves

Experience with downtown, festival, or municipal events, including City permitting.

Responsibilities

Plan and execute monthly First Friday events, from vendor applications through teardown and the post-event report.
Plan and execute Trick-or-Treat Street, Lights On!, the Lighted Parade, and other assigned events within the approved plan, budget, and calendar.
Prepare event plans, timelines, site maps, vendor placements, staffing and volunteer assignments, and setup and teardown procedures.
Lead assigned events on site and make day-of operational decisions within the event action plan; escalate matters as required by the plan to the Community Engagement Manager.
Supervise hourly event staff and volunteers on site, including assigning and briefing them and approving event staff time.
Manage the vendor application process, including reviewing and approving applications against published criteria, assigning placements, and collecting fees and required documents.
Select, book, and manage vendors, contractors, and performers within the approved budget and signature authority.
Set expectations with vendors and enforce vendor rules and agreements on site; handle complaints, disputes, and corrective conversations, and refer repeat or contract issues to the Community Engagement Manager with a recommendation.
Manage each event to its approved budget, process purchases and invoices, and maintain complete event files, including applications, agreements, permits, and insurance certificates.
Prepare and track Special Event Permits, coordinate with required City departments, and ensure events comply with applicable laws, ordinances, accessibility standards, policies, and risk management practices.
Work with Emergency Management and public safety personnel to maintain event action plans, severe weather procedures, incident response protocols, and communication plans; bring cancellation or postponement recommendations to the Community Engagement Manager.
Manage sponsor fulfillment for assigned events, including deliverables, on-site recognition, and post-event reporting, and support the Community Engagement Manager with sponsor recruitment.
Deliver a post-event report within 10 business days covering attendance, vendor participation, sponsor deliverables, budget versus actual, feedback, and recommended changes.
Propose and test improvements to First Friday within its established format and budget, and report what worked.
Coordinate with Marketing and Communications on event promotion and with other departments on event support.