Job Description

City of Bay City

Full Time - Special Events Coordinator

J OB SUMMARY

Under general supervision, the Special Events Coordinator plays a pivotal role in planning, organizing, and supporting vibrant, community-aligned events within the City. This full-time position serves as a primary liaison between event organizers, city departments, and community groups, ensuring events are well-organized, compliant with city standards, and positively engage the public. The coordinator will manage special event permits, refine event policies and procedures, and provide on-site support during events. Working closely with the Parks, Buildings, and Grounds Manager, the City Manager, and the Clerk's Office, the coordinator will also foster partnerships to promote new events and programming that align with community needs and values.

The Special Events Coordinator will work variable hours based on event demands, with significant evening and weekend work during the peak event season. The employee is expected to work independently, exercise sound judgment, and maintain strong relationships with stakeholders to support event success and community engagement.

ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily .

1. Review and approve special event permits, ensuring compliance with city standards, public interest, and compatibility with other events and programs.
2. Collaborate with the Parks Maintenance Foreman to coordinate event logistics and ensure the availability of necessary resources.
3. Act as the primary point of contact for event sponsors, providing support and guidance throughout the planning process and event execution.
4. Attend event planning meetings to ensure event organizers are fully informed of city requirements, expectations and for a smooth event execution.
5. Schedule and lead site visits to proposed event locations to evaluate and plan logistics related to infrastructure and municipal services.
6. Provide on-site support during events, including access to city facilities and serving as a liaison between organizers and city departments.
7. Conduct pre- and post-event inspections of park properties and facilities
8. Build and maintain positive relationships with community organizations, non-profits, businesses, and the public to support event success and participation.
9. Coordinate the work activities with staff and contractors involved in event preparation and execution.
10. Assist in developing and refining special event policies, standards, permitting procedures, fees, and park rules and regulations.
11. Research and implement best practices to improve event management and programming.
12. Identify grant opportunities related to events, programming, and park infrastructure.
13. Provide initial support for drafting grant applications in collaboration with the Parks Manager.
14. Collaborate with local businesses, organizations, and nonprofits to solicit new events and programs.
15. Coordinate the implementation of new programming agreements with organizations and user groups, ensuring smooth integration and alignment with city objectives.
16. Monitor and review compliance of existing agreements and contracts, verifying that program expectations and requirements are consistently met.
17. Develop and distribute surveys to gather resident feedback and analytics on events and programming.
18. Update the parks website and kiosks with event details, programming information, and feedback mechanisms.
19. Work with city staff and event sponsors to promote events and programming through various communication channels, including the city's website and social media platforms.
20. Performs other job-related duties as assigned.

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position .

Knowledge of:

• Knowledge of event promotion and marketing principles
• Knowledge of municipal government operations
• Knowledge of event planning methods and principles
• Knowledge of applicable computer application software including word processing, desktop publishing, and spreadsheets.
• Knowledge of public relations and community engagement strategies.

Ability to :

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Must have planning and organizational skills.
• Ability to prioritize, organize, and manage multiple simultaneous projects.
• Ability to prepare clear and concise reports, including oral, written, and audio/visual presentations.
• Ability to apply independent judgment, personal discretion, and resourcefulness in interpreting and applying guidelines.
• Ability to communicate effectively with a variety of individuals and establish and maintain effective working relationships with the both the public and other City employees.
• Work requires regular physical presence at the job site to perform job duties. Must be available to work flexible hours on a regular basis, which includes weekends.

Education/Experience

• High School Diploma or equivalent.
• Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Special Events Coordinator. Possession of equivalent of five (5) years of responsible duties in recreation and progressive experience coordinating Special Events of a significant scale preferred.
• Some experience in the supervision of others is desirable.
• Must possess and maintain a valid Michigan driver's license.

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