Permits & Special Events Coordinator

Summary: Reporting to the Director of Special Events, this position has primary responsibility for the oversight, staffing and coordination of special event series held throughout the Park. This position is solely responsible for the planning, oversight and execution of current Park event series like Evenings with Enrique and Thursdays at Twilight concert series. This position will also begin developing future concert or special event series including but not limited to celebrity chef series, cooking demonstration series, or other special events. Will assist the Director in other aspects of the departments like planning & executing City Park’s annual Celebration in the Oaks as well as scheduling & permitting of events spaces within the Park.

Essential Duties

Management Responsibilities (30%):

• Serves as the main point of contact for all reoccurring event series mentioned above
• Coordinates multiple constituencies within and around the event series and other one-time special events including admission personnel, security, custodial, concessions, catering, police and security, fire and EMT, etc.
• Responsible for ensuring and accommodating a safe environment for all participants, visitors, performers, support staff and guests.
• Develops and maintains departmental policies and procedures manuals in collaboration with the Director,
• Co-manages along with the Director the Special Event schedules which could include multiple events in a single day.
• Creates and manages logistics and operations which lead to superior customer service and guests experience. 
• Manages the selection of outside vendors and negotiates subsequent contracts in compliance with procurement and contractor policies.
• Ensures that all equipment is in proper working condition for each event hosted at the respective venue and responds promptly to safety issues.
• Work with the Social Media Mgr. to create in-house advertising materials for marketing purposes of park-sponsored special events and Celebration in the Oaks.
• Aids with the annual light show Celebration in the Oaks; planning, production, fundraising, program implementation, and operations
• Coordinate and oversee special event set-ups and take-downs for park-sponsored events.
• Directly supervise nightly CITO staff when Director is not present
• Oversee and maintain the Special Events/CITO website updates.
• Assists Director with movie or film shoots as needed.

Program Development Responsibilities (25%):

• Develop future events that could include but not limited to Concert Series, Celebrity Chef Series or Cooking demonstration series highlighting under-utilized spaces in the Park or that attract a different audience than we have in the Park already
• Programming of Park wide events for the public
• Develop community engagement plans to maximize outreach of the entertainment series
• Building strong relationships with the local community, stakeholders and partners
• Represent the business interests of the Park with contractors and vendors
• Work collaboratively with other Park departments such as the Botanical Garden, Sales & Catering, etc. that would assist in making the events successful

Scheduling Responsibilities (25%):

• Primary responsibility for scheduling the Park special events spaces
• Coordinating among many departments Park departments
• Develop the event plans for these events in accordance with Park standards and policies
• Ensure all events have the appropriate contracts, certificate of insurance and signatures

Fiscal Responsibilities (15%):

• Works with the Director of Special Events to develop new park-sponsored events to generate revenue.
• Process all account payables invoices for special event billing
• Submit all expenses in a timely fashion, submit purchase orders and receive purchase orders in a timely fashion.
• Make all deposits and keep accurate financial records.

Other Responsibilities (5%):