Special Events Manager

Job Title

Under the general direction of the Director of Special Events & Theatre, develops, plans and implements a variety of large-scale festivals and events. Provides leadership and facilitates efforts of department staff to execute high-quality events. Assists in soliciting and activating cash and in-kind sponsorships and partnerships. Manages special projects as assigned.

Essential Functions

Manages the development, planning and execution of festivals and events; ensures department, industry, Town, State and Federal standards and guidelines are met.

Manages the overall logistics operations process of festivals and events to ensure deadlines are met for successful production; enforces policies and procedures.

Maintains an accurate plan of event staffing and volunteer needs; oversees all event staffing and volunteers in collaboration with the Town Volunteer Coordinator. Supervises the overall special event volunteer program to include committee development, assignments and working closely with the Sponsorship Event Specialist & Town Volunteer Coordinator for successful recruitment and onboarding.

Assists with the preparation and maintenance of event budgets; monitors and tracks event revenues and expenditures; ensures event operations follow all financial policies and procedures; prepares reports as needed.

Develops, reviews and approves content for social media, websites and event marketing materials; maintains department and event websites, digital media files and logos.

Conducts research; writes project specifications; obtains bids and quotes; secures and manages contractors and service providers; prepares letters of agreement and contracts.

Manages the programming (and booking when applicable) of the Theatre space as it relates to the Town produced festivals and events.

Directly manages the Special Event Coordinators to include hiring, training, evaluating, and disciplining when necessary.

Cultivate relationships within the DFW community arts, cultural and music groups.

Coordinates with Risk Management, Police, Fire, Parks, Public Works & Engineering, and Development & Neighborhood Services Departments to establish effective safety, security and emergency management measures for all events.

Works with Town leaders, elected officials, community organizations and sponsors to support and execute special events and Theatre activities; resolves complex customer and vendor issues; provides excellent customer service.

Assists the Sponsorship and Event Specialists in the solicitation, execution and ongoing management of cash and in-kind sponsorships and partnerships for festival and events.

Plans, implements and leads various department projects; writes reports; gives presentations, and media interviews as required.

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.

Minimum Qualifications

Education and Experience: Bachelor's degree in Hospitality, Tourism, Event Management, Marketing or related field; AND Four (4) years of event or festival planning experience; OR An equivalent combination of education, training, and experience.

Conditions of Employment: Safe driving record and valid Texas Driver's License. Clear Criminal Background check and pre-employment drug screen.

Knowledge, Skills, and Abilities: Knowledge of office and business policies, procedures, and practices. Knowledge of negotiation and problem-solving methods, techniques, and practices. Knowledge of event management and staff supervisory practices. Proficiency in Microsoft Office and Adobe Design software. Knowledge of applicable local, State, and Federal laws, codes, ordinances, and regulations. Skill in working on multiple tasks simultaneously while meeting deadlines. Skill in writing project specifications, contracts, and procedures with high level of attention to detail. Skill in working efficiently in a fast-paced environment. Skill in establishing and maintaining effective working relationships. Skill in communicating effectively both verbally and in writing. Skill in customer service, conflict resolution and problem solving.

Supplemental Information

Physical and Work Environment Work is performed in a standard office environment. Work is generally performed indoors in an air-conditioned facility but may also include limited exposure to outside weather conditions. Employee will need to be able to work in outdoor weather conditions for extended periods of time. Employee should be able to lift, at a minimum, 30 pounds at any given time. May occasionally be expected to attend evening meetings and weekend special events. Drives own vehicle in performance of job duties. This is an exempt position; incumbent will be expected to work whatever hours are necessary to complete responsibilities. 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