SPECIAL EVENTS COORDINATOR-FINLAY PARK na City of Columbia, SC

About the Department

Under the general direction and in compliance with standard operating procedures and policies, organizes, creates, and manages 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 event lead 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. Serves as a liaison to contracted Events as detailed herein, coordinates Run of Show and BOE as required, and prepares staff reports. Coordinates set up and break down of special event equipment (i.e. tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Manages retail sales at the Landing and associated food carts. 

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 Primary Event Lead: Plan, manage, and implement comprehensive logistics for all Events  serving as a liaison between outside event representatives and City staff. Meet 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 event lead on-site by organizing, training, assigning 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 identify and evaluate special event infrastructures to troubleshoot any issues that may arise. 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;

• Plan, Coordinate, and Evaluate Assigned Event Logistics: Organize, create, and manage Events. Schedule and lead organizational meetings to determine special event goals and objectives. Create and present presentations to prospective event representatives. Select and reserve event locations via Triple Seat booking platform. Write and administer contracts and service agreements with entertainment groups, vendors, etc. according to established ordinances and policies. Ensure delivery of agreed upon terms and coordinate payment for services. Evaluate and recommend improvements for all aspects of special events (i.e. taking inventory, ordering process, and ticket redemption). Coordinate one or more of the following event areas:

1. 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. Create and maintain a database of all vendor contact information. Recruit, interview and coordinate schedules for temporary staff for special events.
3. 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.

• Vendors: Solicit various types of vendors (e.g. food trucks) for special events when applicable. Oversee pricing structures and plans for vendors. Coordinate logistics for vendor load-in and load to and from events. 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 Rental Management: Manage all aspects of venue rental for both indoor and outdoor spaces. Work with Program Manager to: 1) design sales deck, 2) securing and contracting events, 3) building event contracts through Triple Seat, 4) ensuring seamless experience for event organizers, and 5) ensuring all third-party vendors and any applicable City services are arranged. Work with Program Manager to develop pricing and best practices for operations.
• Retail Operations: Manage all aspects of venue retail operations (to include merchandise and grab and go food and beverage). Work with Program Manager 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;
• Over three (3) years of experience in planning, leading and executing special events;
• CPR, First Aid, and AED 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 special event planning 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 write policies, contracts, speeches, formal presentations, and/or technical and legal documents and correspondence;
• 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 supervise employee performance and motivate, train, evaluate, counsel, and discipline as required;
• Ability to prioritize workload and manage time efficiently, meet deadlines and complete assignments in a timely manner;
• Ability to establish and maintain effective working relationships with City departments, general public, and key stakeholders;
• Ability to successfully complete time-sensitive and/or high-profile projects collaboration, consensus, and creativity;
• Ability to proficiently use software and systems to include graphic design software, (Adobe Creative Suite, to include Photoshop and Illustrator), social media platforms (e.g. Facebook, Twitter, Instagram, and Hootsuite). 
• Ability 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.