The Events Manager is responsible for the management and ongoing monitoring of all City events, which will necessitate flexibility and availability to be on-site during all events, which may include days, evenings, weekends and holidays. Key responsibilities for the position include planning, marketing, production and execution of City-wide special events, as well as providing support, as assigned, of other City-sponsored community events and priorities. The position requires excellent logistical planning and coordination skills, well-developed critical thinking skills, and a proven ability to exercise independent and sound judgement in the performance of job duties and responsibilities. The ability to appreciate, value, and consider diverse perspectives while being able to persuade, negotiate and influence are vital in this role. The position also involves ongoing enhancement of existing events while also participating in the development of future events aligned with the City’s community and culture, which requires a creative and innovative mindset capable of thinking “outside of the box.” Demonstrated competency in developing and executing marketing plans for events and programs in all forms of media, including social media platforms, is essential. This position reports directly to the Parks and Recreation Director.
- Plans, produces, organizes and executes City-wide special events and entertainment programs.
- Presents all event applications and logistical details for review and approval by the Senior Administration Events Committee.
- Creates site layout and maps.
- Creates event scripts for event timeframe parameters as a communication tool in order to ensure all associated activities are properly synchronized and all parties have a clear understanding of roles and responsibilities.
- Identifies and develops sponsorship opportunities for events and programs.
- Serves as City liaison, guiding and coordinating activities with community organizations and merchants for City events as assigned by Senior Administration Events Committee.
- Oversees activities at designated locations such as parks, pavilions, halls, City-owned facilities and public areas.
- Oversees weekly and quarterly events such as the Farmers Market, Friday’s on the Plaza, Car Show, etc.
- Reviews, books and contracts event vendors. Submits vendor list and set-up information for approval by the Senior Administration Events Committee
- Reviews, books and contracts talent and performers for City events as appropriate for event/venue.
- Enforces City policies and procedures with event vendors, entertainment/performers, facility renters, event sponsors and staff, etc.
- Determines and coordinates internal and external event support/staffing needs as part of initial event approval review. Internal support is provided by City departments, which are to be included in discussions regarding available resources vs. event needs so as to balance event needs with operational considerations.
- Supervises, trains and coordinates special event volunteers and part-time event staff as needed.
- Creates and maintains internal online calendar of events.
- Develops, designs and edits event and program marketing plans and materials, utilizing all forms of media, including social media.
- Submits and obtains approval from the Senior Administration Events Committee for all internal event marketing plans and materials, as well as those submitted by external organizations for approved events.
- Provides event information, schedules and details as appropriate to the Community Relations Manager for inclusion in community marketing materials and newsletters/publications.
- Performs on-site monitoring and management of operations during events.
- Completes various daily, weekly, quarterly, and annual reports; including ad hoc reports.
- Develops and manages event, grant and project budgets.
- Identifies grant funding opportunities, compiles/submits applications as assigned, and ensures for compliance and reporting of assigned grant programs.
- Collects and maintains proper documentation for all events.
- Proactively handles any event issues and responds to emergencies.
- Identifies any needed maintenance and reports all repair needs to appropriate City department.
- Works a flexible schedule, including days, evenings, weekends and holidays.
- Performs other duties as assigned.
- A minimum of five years of progressively responsible experience in event planning, with at least two years in a supervisory role or the equivalent combination of education, experience and training that provides the required knowledge, skills and abilities.
- Possession of a valid Florida Class “E” driver’s license.
Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.
KNOWLEDGE, SKILLS AND ABILITIES
- Outstanding customer service, communication, and influencing skills.
- Exceptional organizational skills.
- Knowledge of logistical planning principles, best practices, procedures and methods in order to successfully execute events and assigned goals and responsibilities.
- Knowledgeable of and experienced with marketing of events, including utilizing website and social media platforms to market events.
- Ability to create marketing publications, posters, signage and etc.
- Ability to demonstrate sound judgement in the performance of job duties, decision making and responsibilities.
- Skilled in demonstrating and maintaining a professional demeanor when addressing complaints, emergencies, stressful situations and large groups of people.
- Ability to establish and maintain effective working relationships with partner groups, internal City departments, clients and the general public.
- Ability to effectively communicate in writing and verbally with staff, volunteers and clients in a courteous and professional manner.
- Ability to create site layouts and maps.
- Ability to direct and supervise staff with tact and diplomacy.
- Ability to perform responsibilities with limited supervision.
- Skilled in the use of computers and software applications such as Microsoft Word, Excel, and Outlook.
- Ability to learn and operate new software applications that are utilized by the City.
- Ability to operate city vehicles to travel to and from facilities and appointments as necessary.
- Ability to responsibly source and procure related products and supplies as per City Guidelines.
- Ability to establish and operate within budget.
- Moderate knowledge of common accounting practices and mathematics.
- Ability to interpret and enforce policies and regulations in a uniform and consistent manner.
Tasks involve the intermittent performance of physically demanding work, typically involving some combination of reaching, bending, stooping, kneeling, running, swimming, or crouching, and that may involve lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (up to 40 pounds). The position works within both an office and field environment and may involve frequent driving and prolonged exposure to inclement weather including heat, cold, high humidity, sun, and rain.
The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.