Special Events Coordinator

JOB SUMMARY

The Events Coordinator is responsible for planning, organizing, promoting, and executing Cityhosted events, managing Special Event Permit Process and Sponsorship Program, and facility rentals. This position fosters community engagement through strategic partnerships, effective fundraising and sponsorships, and highquality event execution. Duties include managing all aspects of event planning from concept to completion, securing sponsorships, coordinating with vendors, and ensuring compliance with City policies and safety regulations. The role also involves administrative responsibilities, program budget management, customer service, and crossdepartmental collaboration to ensure the success of the assigned programs and activities.

ESSENTIAL FUNCTIONS

Community Events Management

• Plan, organize, and execute all Cityhosted events including festivals, concerts, cultural programs, and Cityholiday events.
• Develop event concepts, budgets, timelines, and operational plans.
• Coordinate logistics, including site plans, vendor selection, equipment rentals, permits, and security.
• Negotiates contracts for outside services associated with special events ensuring compliance with City procurement.
• Ensures safe work practices and insurance requirements are met.
• Serve as onsite lead during events, managing staff, volunteers, and vendors.
• Capture photographs, maintain event documentation, and prepare postevent reports evaluating attendance, budget adherence, and outcomes.

Special Event Permit Process and Sponsorship Program

• Administer the Special Event Permit process for city events and events held on City properties, ensuring compliance with City policies, safety standards, and applicable regulations.
• Provide guidance and assistance to applicants, serving as the primary point of contact for permit requirements and event coordination.
• Administer the City's internal Sponsorship Program, which grants inkind services (including staff time) to local businesses and nonprofits through fee waivers.
• Proactively secure financial and inkind sponsorships from local community partners to enhance City events and offset program costs.

Facility Rentals and Customer Service ( applicable once the City procures and implements thirdparty software )

• Oversee Park pavilion, athletic field, and facility rentals as outlined in the City's reservation policy.
• Ensure reservations are scheduled accurately, fees and deposits are collected, and insurance requirements are met when applicable.
• Coordinate with Parks staff for site readiness and postevent inspections to determine deposit refunds.
• Provide courteous assistance to residents, organizations, and vendors regarding availability, requirements, and rental processes.

Administrative and Financial Management

• Prepare and monitor event and program budgets; track revenues and expenses to ensure fiscal accountability.
• Maintain accurate records, contracts, and reports related to events, sponsorships, and special event permits.
• Draft correspondence, agreements, and administrative materials as required.

Other Duties

• Represent the City at community meetings, public presentations, and regional events.
• Understands the community in relations to current and future trends and needs.
• Participate in the City's disaster preparation and recovery efforts as assigned in the Comprehensive Emergency Management Plan.
• Perform other duties as assigned.

Required Education and Experience

• Associates degree in related field (event management, business administration) with three (3) years' experience in special events.
• Experience is writing organizational or public communications.
• Experience is in creating visual displays utilizing software including PowerPoint for public presentations, flyers, brochures and other graphic displays.
• Experience conducting fundraising and obtaining sponsorships for events.
• Must possess and maintain a valid Florida Driver's License.
• An equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered.

Competencies

• Considerable knowledge and experience in marketing strategies, public relations and event planning and execution.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Ability to establish and maintain effective relationships with citizen groups, outside organizations and external/internal partners.
• Proficiency in Microsoft Office Suite; Canva, print ad and design software; experience with facility scheduling software, AV equipment, cameras and graphic design tools.
• Works various hours including evening hours, weekends, and holidays.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several variables in situations when immediate guidance form a supervisor is not available.
• Physical ability to perform event setup and breakdown, including lifting up to 30 pounds.
• Experience with marketing and presentations.

Work Environment

• Employee with primarily work in an office environment.
• Employee will work in the outside for events in various weather conditions.
• Work may include assistance with setup and breakdown of event equipment as needed.
• Indoor moderate noise level with outdoors increased noise level.
• Employee is required to attend City events and various meetings.

Physical Demands

• Typically, not physically demanding work; occasional travel up and down stairs.
• Must be able to lift, carry, push, pull, move, or manipulate up to 30 pounds with proper mechanics or equipment.
• Must be able to sit for long periods of time.
• Must be able to stand for long periods of time.
• Sufficient manual dexterity to allow the use of a keyboard and writing.
• Sufficient visual acuity to read and comprehend departmental reports and documents.
• Acceptable hearing (with or without hearing aid).

The City of Orange City is a DrugFree Workplace.

Individuals selected for employment must first pass a background and driving history check before commencing work with the City of Orange City.

Equal Opportunity Employer

Non Exempt Position

**This position will begin reviewing applications starting on October 1st,2025 and will close the position on October 8th, 2025 midnight**