EVENTS SPECIALIST - FINLAY PARK at City of Columbia, SC

About the Department

Under the general direction and in compliance with standard operating procedures and policies, executes and manages all operational aspects of Finlay Park special events including (but not limited to): functions, weddings/celebration, area/venue rental, banquets, dinners, tournaments, and community events for both indoor and outdoor spaces (the "Events"). Acts as support liaison on all Events, exercising a moderate level of discretion in the interpretation and application of policies, operating procedures, and rules in organizing and directing event staff, interns and volunteers throughout the Events. Serves as part of a three-person team to organize and manage weekly music series, concerts, and festivals. Attends board and community meetings that extend beyond the normal work schedule on an as needed basis. Coordinates Run of Show as required. In conjunction with Special Events Coordinator, coordinates set up and break down of special event equipment (i.e., tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Acts as assistant manager of retail sales at the Landing and associated food carts. Takes active role in on-site food and beverage preparation and service as required.

Constantly requires hearing, vision, talking, carrying, fine dexterity, and handling/grasping.

Frequently requires lifting, pushing/pulling, reaching, twisting, bending, climbing, sitting, standing, and walking. Occasionally requires foot controls. Medium strength demands include exerting up to 20 pounds frequently and 20-50 pounds occasionally.

Primary Work Location: Office environment and outdoor festivals and events.

Protective Equipment Required: Closed-toe shoes, rain jacket, gloves, hat, and sunglasses. Environmental/Health and Safety Factors: Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk. Weekly exposure to extreme temperatures and wetness and/or humidity. Monthly exposure to respiratory hazards. Seasonal exposure to noise and vibration, electrical and fire hazards.

Mental Demands: Constantly requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, noisy/distracting environment, irregular schedule/overtime, and working closely with others as part of a team. Occasionally requires emergency situations.

Position Duties

• Serve as Secondary Event Lead: Assist in implementing comprehensive logistics for all Events. Participate in meetings with event leaders, vendors, and suppliers to discuss and review event plans, layouts and equipment needs, making recommendations for improvements or alterations when necessary. Serve as the secondary event lead on-site by assisting in the organizing, training, assigning of tasks, and supervising event staff, interns

• and volunteers throughout the event. Coordinate and assist with event logistics to include organizing, setting-up and breaking down event equipment (i.e. tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Proactively and evaluate operational infrastructure to troubleshoot any issues that may arise. Assist in organize and manage special event vendor load-in and load-out of equipment. Monitor vendors, sponsors, and general-public to ensure compliance with event policies and procedures;

   Assist with Planning, Coordination, and Evaluating Assigned Event Logistics: Assist in the organization, creation, and management of Events. Select and reserve event locations via Triple Seat booking platform when necessary. Coordinate one or more of the following event areas:

  l . Operations/Logistics: Maintain flexibility and can-do attitude in delivering first class experience, customize all Events to meet Client's needs, design a layout for each event, ordering linens and other rentals as required, coordinate Event Staff (internal) & Contractors (external), coordinate and execute event set up & tear down, coordinate A/V needs internally, coordinate custom menus with Program Manager or contracted chef, schedule food and beverage service times with Program Manager or contracted chef, manage client relationships & staff relationships, prepare proposals and invoices throughout the planning process.

  2. Saturday Market Event: Coordinate all aspects of the Finlay Park Saturday Market event series — a weekly event that will compliment the Soda City Market. Create and manage weekly activities for each market to include chef demonstrations, Food Trucks, Vendors, and community partners. Develop and monitor event budget.
  3. Food Truck / Carts / Kitchen Liaison: Coordinate all aspects of the Finlay Park Food and Beverage operations — internal and external. Be prepared to receive deliveries, manage inventory and join the kitchen team in active ways.

•  Vendors: Assist with coordinating various types of vendors (e.g. food trucks) for special events when applicable. Coordinate logistics for vendor load-in and load to and from events. Under the guidance of the Special Events Coordinator, ensure and enforce compliance with City ordinances and event policies and procedures. Ensure all vendors provide evidence of City Business License and Liability Insurance.

  • Venue Operations: Assist in managing all operational aspects of venue for both indoor and outdoor spaces. Work with Special Events Team to: l) ensure best practices for operations; 2) maintain high standards of cleanliness across the park; 3) ensure deliverables and deadlines are met.
  • Retail Operations: Assist in management of all aspects of venue retail and food service operations (to include merchandise and grab and go food and beverage). Work with Special Events Team on pricing, procurement, managing inventory, staffing and restocking.

Minimum Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Bachelor's degree in Hospitality or Event Management, or related experience;
• Two (2) years of experience in venue operations management, which may include a mix of work experience and practicum internships;
• CPR, First Aid, and AED certification within one year of employment;
• ServSafe @ Food Safety certification within one year of employment;
• Valid South Carolina Class “D” Driver’s License.

Other Qualifications

• Knowledge of special event management principles and best practices.

• Knowledge of trends and current developments in operations and emergency management procedures.
• Ability to read, comprehend, and apply knowledge of laws, ordinances, rules, regulations, and procedures as they relate to City programs and events;
• Ability to respond to and resolve difficult citizen inquiries and complaints, and advise the public on policies, procedures & regulations;

• Ability to deal with a system of real numbers; and practical application of fractions, percentages. ratios/proportions, and measurement;
• Ability to think independently and the ability to conceptualize and develop new or improved procedures, techniques or ideas appropriate to the work environment;
• Ability to work independently, exercise effective judgement and professional thinking;
• Ability to prioritize workload and manage time efficiently, meet deadlines and complete assignments in a timely manner;
• Ability successfully complete time-sensitive and/or high-profile projects collaboration, consensus, and creativity; ^td.)iiity to operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
•  .Ability to operate the following machines, tools, and equipment: credit card machine, POS, audio 'visual equipment, vehicle, golf cart, movie screen and projector, two-way radio, etc.