Special Events Coordinator

City of Bastrop•Tx 78602, TX

2d•Hybrid

About The Position

The City of Bastrop is seeking a dynamic, highly organized, and customer-focused Special Events Coordinator to join the Discover Bastrop team. This role is responsible for planning and executing signature City events, guiding community organizations through the special event and film permitting processes, and enhancing the community's vibrant downtown, supporting tourism, and strengthening the local economy. The position involves coordinating festivals, public celebrations, building partnerships with local businesses, and ensuring events are safe, welcoming, and successful. The ideal candidate is a creative problem-solver who enjoys collaborating with diverse stakeholders, managing complex projects, and making a visible impact in the community.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years of experience in event planning, hospitality, tourism, public engagement, or a related field.
Proficient with Microsoft Office, Adobe Acrobat, social media platforms, and event management software.
Valid Texas Driver’s License with an acceptable driving record to be maintained throughout employment.
Knowledge of event planning, logistics, permitting, vendor coordination, customer service, and public safety practices.
Strong project management, organization, communication, and problem-solving skills.
Ability to build collaborative relationships with community partners, businesses, volunteers, City staff, and elected officials.
Sound judgment, professionalism, and the ability to handle sensitive or confidential matters with discretion.
Excellent written and verbal communication skills and the ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Bachelor's degree in Event Management, Hospitality, Communications, Public Relations, or a related field preferred.
Experience coordinating large-scale public events and managing multiple projects simultaneously is preferred.
Equivalent combinations of education and relevant experience may be considered.

Responsibilities

Plan, organize, and execute City-sponsored special events and community programs that support tourism, economic development, and quality of life.
Coordinate all event logistics, including site layouts, vendor placement, traffic and parking plans, security, permits, equipment rentals, and event operations.
Serve as the primary point of contact for event organizers, guiding applicants through the City's special event permitting process.
Review event applications, coordinate the Special Events Committee review process, and collaborate with Police, Fire, Public Works, and other departments to ensure compliance with City requirements.
Administer the City's Film Permit Program, coordinating applications with production companies and City departments.
Develop educational workshops, resources, and best practices to assist community event organizers.
Build strong partnerships with local businesses, tourism organizations, nonprofits, and community stakeholders to enhance event programming.
Recruit, train, schedule, and supervise volunteers and temporary event staff.
Coordinate vendors and contractors, ensuring insurance, safety, and contractual requirements are met.
Support event marketing efforts through digital communications, email campaigns, press releases, and social media in collaboration with the marketing team.
Attend and oversee events, including evenings, weekends, and holidays, resolving operational issues as they arise.
Conduct post-event evaluations, prepare reports, and recommend process improvements.
Maintain accurate records of permits, contracts, event expenditures, vendor agreements, and logistics.
Stay current on applicable City ordinances and recommend improvements to policies and procedures that enhance customer service and operational efficiency.
Support cross-functional initiatives within Discover Bastrop and perform other duties as assigned.