Special Events Coordinator—Community Events

$64,682 - $74,878 yearly
  • City of Elgin
  • Elgin, IL, USA
  • Jan 23, 2023
Full time Arts & Culture Community Engagement

Job Description

Under the direction of the Cultural Arts and Special Event Department Director, this position will be responsible for planning, organizing, and marketing a variety of special city-wide events, programs, and activities. The City of Elgin’s yearly event schedule is strategically set-up with a number of specific purposes in mind.  Some events are geared towards the 115,000+ residents of Elgin in hopes of engaging them into our city’s vision and creating a stronger sense of community. Examples of these events are Concerts/Movies in the Park, Fourth of July Parade, and the Holiday Tree Lighting Ceremony. Other events are used as an economic tool to bring people into Elgin.  Example of these events are Elgin Fringe Festival and Nightmare on Chicago Street. Collectively, these events bring in over 50,000 people who eat in our restaurants, sleep in our hotels, and visit our retail shops.

GENERAL DEFINITION AND CONDITIONS OF WORK

  • Plan, develop and execute city-wide special events including but not limited to:
    • Daddy Daughter Dance, Fish for Fun, Movies/Concerts in the Park, Veteran and Memorial events, and Celebrate the Holidays. 
  • Work directly with other Special Event Coordinator(s) on other events and assist as needed. 
  • Manage the Community Engagement Committee (CEC) including all agendas, meetings, and minutes as well as all necessary follow-ups.
  • Assist with administering permits for block parties, films and non-city events hosted on public property.
  • Assist with the Block Party in a Box management, assignments, inventory, and stocking.
  • Oversee all Festival Park and Wing Park rentals.
  • Manage all aspects of the Co-Sponsorship Applications and process for external events.
  • Manage the appropriate financial activities including performance agreements, negotiating rental bids, ordering supplies, and attaining quotes for assigned events. 
  • Oversees seasonal interns and assigned full?time and maintenance staff at events as necessary.
  • Analyze event and promotion proforma vs. actual financials for the creation of future event criteria, marketing, and programming.
  • Create content for all marketing and advertising related to assigned events. 
  • Create marketing and advertising strategies in conjunction with DCASE team members. 
  • Act as a liaison with other City of Elgin departments, local businesses, not-for-profits, community committees, veteran organizations, and outside agencies as necessary.
  • Draft memos, provide budget recommendations and present to the City Council.
  • Develop and implement policies and procedures approved by the City Council.
  • Cultivate relationships and contracts with sponsors, media, local businesses, and vendors.
  • Assist with recruiting and managing Special Event volunteers. 
  • Manage event-specific committee meetings which includes creating agendas, recording minutes, and following up on tasks.
  • Provide high level of customer service by answering and returning phone calls, voicemails, emails and 311 requests.
  • Process and settle disputes by handling citizen and participant concerns and complaints.
  • Speak to groups and civic associations concerning the department and the programs and services it provides.
  • Register program and event participants; receives, receipts and processes fees.
  • Operate and troubleshoot point of sales systems.
  • Prepare annual budget for special events programming.
  • Pivot and adapt to unexpected situations during events such as inclement weather. 
  • Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES

  • Graduation from an accredited college or university with a bachelor’s degree in the arts/event production services or related field and considerable experience in special events, event management, or production.
  • Ability to work 40-50 hours average per week.
  • Ability to work weekends and extended hours when necessary.
  • Experience managing volunteers and community engagement.
  • Must possess strong organizational and customer service skills.
  • Proficiency in Microsoft Office programs, Adobe Creative Suite, Mailchimp. WordPress, Salesforce and Canva preferred.
  • Working knowledge of reservation databases: Chrono track, Eventbrite, and PayPal. 
  • Must be physically capable of lifting up to 50 lbs., setting up tables and pop-up tents, hanging banners and other similar duties.
  • Training in emergency management preferred