Description

Summary

Under general direction, assists in the overall planning and execution of a variety of large-scale festivals and events (Addison Kaboom Town! and Addison Oktoberfest) as well as additional community-based programs. Coordinates with contractors, sponsors, vendors, volunteers, entertainers and staff to ensure each event runs smoothly and efficiently. Assists with the Special Event Permit Program. 

 
Essential Functions

• Assists in the development, planning and production of festivals and events.
• Gathers quotes, collaborates and negotiates with service and rental providers; directly supervises contractors to ensure goods and services are delivered, arranged, and in proper working conditions; collects invoices and verifies accuracy; ensures all event expenditures are within budgeted allowances.
• Prepares, distributes and processes applications for food and beverage, activity, and arts and craft vendors; works with Finance to ensure payment is received; ensures proper food and alcohol permits are secured; prepares pre-event packages for event participants.
• Develops and maintains a database of vendors, contractors and service providers; develops logistical spreadsheets and detailed site plans; maintains event documents and records.
• Maintains accurate supply and storage inventory by cleaning, organizing, and packing event equipment and supplies; orders or facilitates the purchase of new or replacement supplies and materials as needed.
• Coordinates the operations of the festival and events from pre-event to post to include site layout/map creation, marking of the site for production, vendor coordination onsite and zone management.
• Research and secure entertainment for events to include content management, artist advance and technical support with the Town’s production vendor.
• Collaborates with other departments for road closures, staffing, money management, risk management and other Town services.
• Researches and develops unique on-site promotions and activities; organizes promotions within events; prepares letters of agreements and contracts as needed.
• Develops, implements and collects attendee and vendor surveys for each event.
• Develops, reviews and approves content for websites, social media and event marketing materials.
• Assists with the Special Event Permit Program; acts as liaison to event planners as assigned; ensures all documentation is completed.
• Attends meetings, training courses and industry events as required.
• May be asked to perform additional job duties that are directly, indirectly or completely unrelated to normal job functions in the course of presenting certain Town special events.
• Performs related duties as required or assigned.

Requirements

Minimum Qualifications

Education and Experience

• Bachelor's degree in Parks & Recreation, Event Management, Business, Marketing, Communications, Tourism, Hospitality or a related field preferred; AND
• Three (3) years of customer service experience with any combination of project management, economic development, or service industry experience preferably around festivals and special events in municipal, for profit or non-profit organizations; OR
• An equivalent combination of education and experience. 

Conditions of Employment:

• Valid Texas Driver’s License.
• Safe driving record.
• Clear Criminal Background check and pre-employment drug screen.

Knowledge, Skills, and Abilities:

• Knowledge of methods, best practices and procedures used in the production of large-scale events.
• Knowledge of applicable local, State, and Federal laws, codes, regulations, and ordinances.
• Knowledge of TABC regulations for alcohol sales, sampling, and sponsorships.
• Knowledge of marketing and sales principles, methods, and procedures.
• Ability to drive a golf cart, 4WD utility cart, radio and basic event related operations.
• Ability to problem solve and provide solutions for both guests and vendors during events.
• Ability to lift 30 lbs. and work in an outdoor setting.
• Proficiency in Microsoft Office, design, and photo editing software.
• Skill in working on multiple tasks simultaneously while meeting deadlines.
• Skill in typing and entering data with speed and accuracy.
• Skill in maintaining sensitive and confidential information and records.
• Skill in creating and posting social media content.
• Skill in customer service and conflict resolution.
• Skill in effective communication, both verbally and in writing, and attention to detail.
• Skill in establishing and maintaining effective working relationships. 

PHYSICAL AND WORK ENVIRONMENT

Work is performed in a standard office environment.  Work is generally performed indoors in an air-conditioned facility but will include prolonged exposure to outside weather conditions for the production of all events – to include set-up and tear down.

This is non-exempt position. Routine schedule is 40 hours per week, Monday through Friday. Schedule may be modified if department needs arise. May be required to work overtime if needed.

EEO STATEMENT

The Town of Addison is an equal opportunity employer. The Town prohibits discrimination on the basis of any protected class, status, characteristic, or activity under law.  

ADA/EOE/ADEA