Event Coordinator

Founded in 1974, Center for the Arts Evergreen (CAE) has been a leader in advocacy and support for visual and performing arts in its surrounding mountain communities by providing exhibitions, classes, festivals, concerts, and special events for a broad audience. Learn more at evergreenarts.org

The Event Coordinator & Community Ambassador is responsible for assisting in the planning and execution of all on- and off-premise events in support of Center for the Arts Evergreen’s programming and outreach strategy. This role is also specifically responsible for the successful organization and management of our Summerfest art and music festival, which draws over 6,000 attendees annually.

The Event Coordinator will work closely with all staff, designated committees of the Board of Directors, volunteers, and corresponding volunteer organizations, as well as artists, vendors, entertainers, and partnering entities, and will report directly to the Director of Marketing & Development. The ideal candidate must be a problem-solver who works well under pressure and tight deadlines, and who has flexible availability to work evenings and weekends as required by the event schedule.

RESPONSIBILITIES

• Coordinate all logistics related to the planning and execution of events, inclusive of 40-50 events/meetings per year, and including set-up/tear-down, event layout, budget management, and on-site logistics (i.e., permitting, event/volunteer staff, registration/check-in, emergency communication, inspections and operations)
• Oversight of major annual events:

- Summerfest: 6000+ attendees

- Winterfest: 800+ attendees

- The Big Create community art event

- Annual concert series: 4-5 indoor and outdoor concerts/year

• Work with Marketing Director & Exhibition Director to coordinate logistics/food and drink for 10 exhibition receptions/year and 15-20 special events/year
• Maintain an event budget to avoid project overruns, including invoice management, reporting, and entering expenses
• Assist in booking entertainment and act as a stage manager and talent liaison as needed for musical events
• Manage artists and vendor applications for festivals and markets
• Proactively troubleshoot and handle any emerging problems on event days
• Work with local government entities, recreational districts, and schools to effectively execute permits, contracts, and licenses, and abide by County and State requirements
• Management of scheduling and rental agreement contracts for on- and off-site events
• Ensure compliance with insurance, legal, health, and safety obligations
• Recruit and manage volunteers for events, including scheduling and communicating responsibilities for event staff
• Procure and regularly assess event asset inventory, and organize and maintain event asset storage (tents, table linens, signage, etc.)
• Ability to conceptualize and ideate new opportunities for community partnerships and outreach opportunities, and execute those opportunities as an ambassador for CAE

REQUIRED SKILLS

• Proven experience as a live event planner or organizer – previous experience with large public events highly desirable
• Must be a team player with the willingness to learn new skills, bring energy to the team, and thrive independently as well as with the larger group
• Strong work ethic and ability to work efficiently to meet clear deadlines while maintaining a professional demeanor under pressure
• Excellent time management, organizational, and communication skills, and keen attention to detail
• Sales skills and ability to build productive business relationships
• Exceptional multitasking skills to manage multiple projects independently and consistently
• Proficient in Microsoft Excel and Word.
• Excellent written and oral communication skills
• Ability to carry at least 50 lbs. and to spend significant time standing and/or walking, occasionally outdoors or on uneven surfaces

EXPERIENCE & QUALIFICATIONS

• Bachelor’s degree in events management, marketing, or related field preferred, or equivalent combination of education, training and experience
• Minimum 2 years experience assisting in event production required
• Must have ability to drive a motor vehicle and access to reliable transportation
• Must have availability to work extended hours, evenings or weekends as needed

COMPENSATION/BENEFITS

Salary package includes generous PTO and holidays, simple IRA with employer match, discounted classes and purchases, and a starting salary of $40,000-$45,000 annually (commensurate with experience).

APPLICATION

Please email your resumé and cover letter to sara@evergreenarts.org detailing your event experience and why you believe you’d be the right fit for the CAE team. Applications will be accepted through September 1, and interviews will begin the first week of September. Position starts ASAP after acceptance.