Special Events Manager, Escapade

Harvest Hosts•Vail, CO

5d•$50,000 - $55,000•Remote

About The Position

Harvest Hosts is seeking an organized, detail-oriented, and community-driven Special Events Manager to lead the planning, coordination, and execution of large events such as Escapade. This role is responsible for overseeing all aspects of those event operations, from site selection and budgeting to staffing, logistics, programming, sponsorships, and onsite execution. The candidate will also help with other events on the calendar. This position plays a critical role in delivering a high-quality experience for attendees, exhibitors, sponsors, entertainers, and volunteers while ensuring Escapade continues to evolve and improve year after year. The ideal candidate thrives in a collaborative environment, enjoys managing complex projects, communicates effectively with a wide variety of stakeholders, and is passionate about creating memorable community experiences for RVers.

Requirements

Experience coordinating events, managing logistics, creating schedules, and balancing priorities in fast-paced environments.
Highly organized and capable of managing multiple moving pieces simultaneously.
Pays close attention to details and takes pride in delivering polished, high-quality work.
Enjoys working with people and communicates effectively across a variety of channels and audiences, including staff, volunteers, members, vendors, sponsors, and leadership.
Works well independently while also thriving in a collaborative, team-oriented environment.
Proactively solves problems, adapts quickly, and maintains a positive attitude under pressure.
Comfortable using common office software and digital tools, including spreadsheets, word processing software, email systems, presentation tools, AI, and project management platforms.
Candidates located within the United States, excluding California, Alaska, Hawaii, and U.S. territories.

Nice To Haves

Budgeting and vendor coordination experience are strongly preferred.
Passionate about creating memorable community experiences for RVers.

Responsibilities

Lead the planning, coordination, and execution of all Escapade activities before, during, and after each event.
Develop and maintain detailed timelines, operational plans, and event processes to ensure smooth execution.
Oversee day-to-day activities of Escapade functional staff, volunteers, and supporting teams.
Review and approve Escapade programming, schedules, and materials with strong attention to detail and attendee experience.
Research, evaluate, and recommend future Escapade locations for approval by leadership.
Negotiate contracts, event dates, and venue agreements in partnership with leadership.
Build and maintain relationships with venues, vendors, sponsors, exhibitors, and outside partners.
Develop and manage Escapade budgets and expense tracking.
Ensure all event-related financial records are accurate, organized, and submitted appropriately to the bookkeeping department.
Partner with leadership to establish pricing structures for attendees, exhibitors, sponsors, guests, and walk-in participants.
Work closely with marketing and advertising teams to secure sponsorships, door prize donations, and exhibitor participation.
Collaborate with design and creative teams on Escapade branding, logos, signage, and promotional materials while ensuring proper brand usage.
Coordinate with internal departments to align communications, registration processes, logistics, and attendee support.
Evaluate each Escapade event and identify opportunities to improve attendee experience, operational efficiency, and overall event success.
Gather feedback, analyze outcomes, and implement enhancements for future events.
Help establish scalable systems and processes that support long-term event growth.