Special Events Coordinator

Overview For over 25 years, G&A Partners has been helping entrepreneurs grow their businesses, take better care of their employees, and enjoy a higher quality of life by providing proven HR solutions and technology. G&A Partners' client is currently seeking a Special Events Coordinator to join its team in Bryan, TX. Summary The Special Events Coordinator plans and runs signature community events that bring residents and visitors to Downtown Bryan, led by First Friday each month and our fall and holiday events. The position owns each assigned event from vendor applications through the post-event report, inside a format, budget, and calendar approved by the Community Engagement Manager. The Special Events Coordinator serves as on-site lead, supervises event staff, works directly with vendors, sponsors, performers, downtown partners, and City of Bryan departments, and looks for ways to improve each event within its established structure. Responsibilities Plan and execute First Friday every month, from vendor applications through teardown and the post event report. Plan and execute Trick-or-Treat Street, Lights On!, the Lighted Parade, and other events as assigned, inside the plan, budget, and calendar approved by the CEM. Prepare event plans, timelines, site maps, vendor placements, staffing and volunteer assignments, and setup and teardown procedures. Serve as on-site lead at assigned events and make day-of operational calls within the event action plan, escalating to the CEM what the plan requires. Supervise hourly event staff and volunteers on site, including assignments, briefings, and approval of event staff time. Run the vendor application process: review and approve applications against published criteria, assign placements, and collect fees and required documents. Select, book, and manage vendors, contractors, and performers within the approved budget and signature authority under the Financial Policies and Procedures. Set clear expectations with vendors and enforce vendor rules and agreements on site, handling complaints, disputes, and corrective conversations directly and bringing repeat or contract issues to the CEM with a recommendation. Manage each event to its approved budget, process purchases and invoices, and maintain complete event files, including applications, agreements, permits, and insurance certificates. Prepare and track Special Event Permits, coordinate with the City departments each event requires, and ensure events comply with applicable laws, ordinances, accessibility standards, policies, and risk management practices. Work with Emergency Management and public safety personnel to maintain event action plans, severe weather procedures, incident response protocols, and communication plans, and bring cancellation or postponement recommendations to the CEM. Own sponsor fulfillment for assigned events, including deliverables, on-site recognition, and post-event reporting, and support the CEM with sponsor recruitment. Deliver a post-event report within 10 business days covering attendance, vendor participation, sponsor deliverables, budget against actual, feedback, and recommended changes. Propose and test improvements to First Friday within its established format and budget, and report what worked. Coordinate with Marketing and Communications on event promotion and with other departments on event support. Qualifications Bachelor's degree in tourism, hospitality, event management, communications, marketing, or a related field, or equivalent experience Two (2) or more years of experience planning and running public or community events, including serving as the on-site lead Experience managing vendors, contractors, or performers, including applications, agreements, and day of coordination Ability to work every First Friday evening and assigned evening, weekend, and holiday events Must live in, or be willing to relocate to, the Bryan-College Station, Texas area Ability to lift and carry up to 50 pounds, with or without reasonable accommodation Ability to stand and walk for extended periods outdoors in Texas weather during long event days Must be able to operate a motor vehicle and have a valid driver’s license Preferred: experience with downtown, festival, or municipal events, including City permitting Equal Opportunity Employer Statement G&A Partners as an Equal Opportunity Employer considers all applicants and prohibits discrimination of any type on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. Our management team is dedicated to providing a work environment free of discrimination and harassment based on any of these characteristics. We are committed to this policy and achieving a diverse workforce with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment. Privacy Policy Salary Starting wage is $55,000 Application close date is 12/4/2026 #J-18808-Ljbffr G&A Partners