Festival Events Operations Jobs (NOW HIRING)

Job Summary Assists the Convention and Visitors Bureau Festival division staff with handling the administrative and management needs for all festivals and events, sponsorship, and the Grapevine Market. Assists with the overall coordination and management of accurate databases for vendors, suppliers, festival merchandise, community groups and Grapevine Market as assigned. Assists in the management of budgets and signage for all festivals and events.

Essential Functions 1. Maintains and manages ongoing database and operations for all banner programs. This includes interfacing with City Departments as necessary to ensure timely banner placements and establishing and executing a program of work to handle.

2. Assists in the budget management of festivals and events including the development of a process which will provide for tracking invoices and providing weekly management reports to include estimated outstanding expenses and total estimated costs prior to event conclusion. 3.

Develops a systematic plan for managing all signage for festivals and events to ensure that the most appropriate signage is ordered at the best price and has the ability to be utilized at multiple festivals and events. This includes developing the appropriate verbiage, inventory tracking and working with staff to ensure that all legal signage requirements are met. 4.

Maintains and manages ongoing database and operations for all rentals of the Gazebo. This includes promptly responding to requests from the public and City Departments to ensure availability, quoting the appropriate rental fee, working with accounting to ensure that invoicing is handled and tracking is done through receipt of payment to ensure payment of all rentals. This will include establishing and executing a program of work to handle.

5. Maintains an inventory of all festival merchandise. This will require interfacing with vendors and suppliers and handling the bid process for any new merchandise orders.

Responsible for ordering, receiving, inventorying and processing the appropriate invoices for payment. Continually reviews inventory to ensure that necessary supplies are always available and on hand and any new supplies are acquired for the best possible price. 6.

Develops a schedule for the Grapevine Festival Store at each festival and is responsible for staffing the store, preparing a staff schedule, notifying all staff involved. On-site oversight of Festival Store during all festivals including inventory control and cash management. 7.

Assists Festival Division staff with Steering Committee, volunteer, vendor and supplier database management. Handles preparation and mailing of information to Steering Committee members, volunteers, vendors, suppliers and others as necessary to ensure accurate distribution of information prior to festivals and events. Provides support in set up and preparation of any meetings, as requested.

8. Assists Sponsorship Manager with mailing of sponsor kits prior to an event, and preparation and/or distribution of wrap up reports following the festival or event. 9.

Assists in maintaining a current events calendar at all times and reviewing the CVB web site to ensure appropriate listings. 10. Handles the Grapevine Market which includes planning and on-site management of set up and tear down, receipt and processing of all applications received, notifying all vendors of acceptance, ensuring receipt of payment for space and working with Accounting Department to ensure accurate tracking of space payments.

Handles review of CVB web site as it pertains to the Grapevine Market to ensure accurate information is available at all times. 11. Handles festival related questions from vendors, suppliers, citizens, visitors, and fellow employees in a courteous and efficient manner whether by phone, e-mail, or in person.

12. Effectively manages time and resources to meet multiple project deadlines. 11.

Performs related duties as directed when such duties are a logical and appropriate assignment to the position. 12. Regular and timely attendance are required for this position.

13. Interacts professionally and respectfully with the public, coworkers, and others in the course of daily work. Required Skills SKILLS, KNOWLEDGE AND ABILITIES Ability to ensure successful execution of festivals, events, the Grapevine Market, and communication to sponsors, vendors, suppliers, volunteers, and steering committee members through providing the necessary support to festivals staff.

Ability to ensure accurate tracking of festival budget and preparation of reports for management. Ability to ensure that all festival supplies are available when needed. Skills in communicating orally and in writing.

Skills in the operation of computers and performing data entry as well as data base management. Must be proficient in Microsoft Office, most specifically Word and Excel. Ability to maintain accurate records and statistics.

Knowledge of office and business procedures, city policies, rules and regulations, applicable health and alcohol laws and regulations. Must be able to make mature judgements, manage multiple tasks, prioritize work, and work irregular hours and schedules. Must have excellent communication skills and the ability to operate common office equipment.

Willingness to physically participate in the set up and tear down of festivals and events. EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS Requires two years of college plus five years in positions of progressive responsibility or an equivalent combination of education, training, and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job. Preference given to candidates with work experience in event planning.

Must pass a Federal/National criminal background check and credit check. Must have a valid Texas driver's license with an acceptable driving record as defined by City policy. Must pass a pre-employment drug screen.

WORKING CONDITIONS While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be occasional exposure to outdoor weather elements as the position requires working outdoors during CVB sponsored events throughout the normal course of the year. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate. Disclaimer The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position.

They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.