Event Operations Supervisor

The Event Operations Supervisor performs professional, supervisory, and administrative work related to the operational planning and execution of City special events, festivals, concerts, ceremonies, races, and other community programs. Reporting to the Special Events Manager, the position translates approved event concepts and program requirements into coordinated operational plans for sites, logistics, staffing, equipment, contractors, safety, permitting, and related support needs. The Event Operations Supervisor is responsible for the operational production and field execution of assigned events, while the Special Events Manager retains overall responsibility for program direction, event portfolio management, and strategic decisions. The position oversees assigned events from advance planning through setup, operation, breakdown, and post-event review; supervises two Special Operations Technicians; coordinates operational partners; and manages assigned resources, contracts, documentation, and expenditures. The position requires strong organization, sound judgment, attention to detail, advance planning, and the ability to manage multiple projects and deadlines independently. Considerable evening, weekend, and holiday work is required, particularly during major events and peak event seasons. Event Planning and Operations Leads the operational planning, coordination, and execution of Citywide special events, festivals, concerts, ceremonies, races, and other assigned programs. Works collaboratively with the Special Events Manager and other Special Events staff to ensure operational plans are coordinated with overall event programming, schedules, vendors, staffing, communications, and other event components. Develops and maintains comprehensive event operations plans, including site layouts, setup and breakdown schedules, equipment requirements, staffing assignments, work orders, traffic and access considerations, safety measures, emergency procedures, and contingency plans. Manages event logistics from initial planning through event closeout, ensuring requirements, deadlines, and deliverables are identified, coordinated, documented, and completed. Directs and coordinates event site setup and breakdown and verifies that equipment, supplies, infrastructure, signage, access, and safety measures are correctly positioned and in place prior to the start of each event. Conducts site readiness inspections, identifies operational or safety deficiencies, and ensures issues are addressed before event areas open. Provides active onsite supervision during event setup, operation, and breakdown; monitors conditions and resolves or escalates operational and safety issues promptly. Anticipates operational challenges and develops appropriate contingencies for weather, equipment failure, contractor delays, staffing changes, site conditions, and other foreseeable disruptions. Safety, Permits and Interdepartmental Coordination Identifies, coordinates, and obtains required permits, licenses, approvals, and authorizations for special events and ensures applicable requirements and conditions are incorporated into event plans. Develops and implements event safety and risk-management practices and coordinates operational and safety requirements with Police, Fire and Rescue, Public Works, other City departments, property owners, contractors, and applicable partners. Procurement and Contractor Management Identifies event equipment and service needs and prepares specifications, scopes of work, cost estimates, and other technical information needed to obtain goods and services. Procures event contractors, equipment, and services in accordance with City policies and procedures. Manages event contracts and contractors, including coordinating schedules and deliverables, monitoring performance, verifying services, resolving issues, reviewing invoices, and processing timely payments with required supporting documentation. Staff Supervision and Coordination Coordinates event staffing requirements and conducts staff briefings and training to ensure personnel understand their assignments, schedules, communication procedures, safety requirements, and operational expectations. Supervises Special Operations Technicians and other assigned event staff, including directing, training, scheduling, assigning work, monitoring performance, and evaluating work activities. Equipment, Budget and Administration Manages the City's special event equipment inventory, including organization, maintenance, storage, deployment, replacement planning, and related budget requests. Coordinates and manages event equipment deliveries, setup, and retrieval for other City events, programs, and activities, including scheduling staff and equipment resources as needed. Assists with development and monitoring of the Special Events budget and prepares event-specific operational budgets and production cost estimates. Maintains accurate and organized event records, including operational plans, site maps, permits and licenses, procurement and contract documentation, work orders, safety documentation, checklists, and correspondence. Communication, Evaluation and Special Projects Conducts post-event operational reviews with Special Events staff to document lessons learned and identify improvements for future events. Provides regular status updates to the Special Events Manager regarding project progress, upcoming deadlines and milestones, outstanding issues, risks, and recommended next steps. Serves as an operational resource to City departments and community partners and supports special projects and initiatives as assigned. Performs other duties as assigned. Bachelor’s degree in event management, recreation, public administration, parks and recreation, business administration, or a related field, and five (5) years of progressively responsible experience in special event operations, event production, recreation, parks administration, or a related field; or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Experience must include progressively responsible work in detailed event logistics and operational planning and execution. Supervisory experience and experience coordinating contractors, vendors, public safety agencies, and other operational partners are preferred. Special Qualifications Possession of a valid state driver’s license. Ability to work a flexible schedule, including evenings, weekends, and holidays, as required by event operations. Thorough knowledge of special event operations, logistics, site planning, setup, execution, breakdown, and closeout. Knowledge of event equipment, infrastructure, and site requirements, including staging, tents, generators, sound systems, sanitation services, fencing, barricades, vehicles, signage, and related equipment. Knowledge of event safety, risk management, emergency planning, crowd management, accessibility, traffic and pedestrian flow, and other operational considerations. Knowledge of procurement and contract administration practices, including developing scopes of work and specifications, coordinating contractor services, monitoring performance, reviewing invoices, and maintaining required documentation. Knowledge of permitting, licensing, and regulatory requirements associated with special events and the ability to coordinate required approvals with appropriate agencies and departments. Ability to develop and implement comprehensive event operations plans, including site layouts, setup and breakdown schedules, staffing plans, equipment requirements, work orders, safety procedures, and contingency plans. Ability to manage multiple events, projects, deadlines, contractors, and operational priorities simultaneously while maintaining accuracy and attention to detail. Ability to independently organize work, establish priorities, anticipate operational needs, identify potential issues, and ensure assignments and deliverables are completed within established deadlines. Ability to translate event concepts, meetings, and planning discussions into clear, detailed, and actionable operational plans. Ability to evaluate event sites and verify that equipment, infrastructure, supplies, staffing, access, and safety measures are properly implemented prior to event opening. Ability to provide effective on-site leadership during event setup, operation, and breakdown and to make timely decisions in changing or unexpected circumstances. Ability to identify and resolve operational problems using sound judgment, resourcefulness, and established policies and procedures, and to appropriately escalates issues when necessary. Ability to supervise, train, schedule, assign, and evaluate staff and provide clear direction and expectations. Ability to effectively coordinate the work of City staff, contractors, vendors, public safety personnel, regulatory agencies, property owners, community partners, and other stakeholders. Ability to communicate clearly, professionally, and concisely, both orally and in writing, including preparing operational plans, instructions, reports, specifications, correspondence, and other documentation. Ability to conduct staff briefings and clearly communicate assignments, timelines, safety information, operational procedures, and expectations. Ability to develop accurate event site layouts using GIS or other mapping and event-planning software. Ability to maintain accurate and organized event, procurement, contract, permit, equipment, and operational records. Ability to assist with the development and monitoring of event budgets, operational cost estimates, and expenditures. Ability to manage and coordinate event equipment inventory, deployment, maintenance, storage, and replacement needs. Ability to work independently with limited direction while maintaining appropriate communication with the Special Events Manager regarding progress, risks, deadlines, and issues requiring decisions. Ability to establish and maintain effective working relationships with City staff, contractors, vendors, community organizations, regulatory agencies, public safety personnel, event participants, and the general public. Ability to provide professional and responsive customer service and represent the City effectively when interacting with internal and external partners. #J-18808-Ljbffr