Status: Full-time, Exempt
Benefits: Healthcare Insurance, vacation, PTO
Supervisor: Executive Director
Location: Carpinteria, CA
Position Title: Event Coordinator
The Lynda Fairly Carpinteria Arts Center is ideally located just a few blocks from the beach in the majestic arts community of Carpinteria. The primary responsibilities include organizing events that are memorable and executed in a high-quality manner, creating a memorable experience. We are looking for a successful and enthusiastic event coordinator to plan and produce events from conception through completion. The ideal candidate is a team player with experience working in an organization where event requests come from multiple sources and is operationally supported by volunteers and vetted vendors and event planners.
Under the direction of the Executive Director, responsibilities include sales, planning and execution of all events including event management for day of event, . Public event planning and coordination. Concepts will be vetted based on determination of market viability.
Full-time position, annual salary commensurate with experience, eligible per company policy for full-time benefits. This role is not remote and will work on site with other staff members.
Wardrobe should be casual business attire for receiving and greeting guests. Some events may require formal and/or black tie. Weekends and evenings are required.
The new Arts Center opened in April of 2019 and has multiple venue options for events: Charles Lo Bue Art Gallery, Robinson Family Studio; McIntyre Studio and the Koch Courtyard can accommodate up to 250 guests. This position is an exciting opportunity to be part of a team committed to building a high quality, one-of-a-kind venue for community, corporate and private events.
Responsibilities of the Event Coordinator include:
Lead the event coordination for Arts Center events
a. Event planning, design, and production while managing all project delivery elements
b. Plans and coordinates all events including sponsored events, public events, membership events, and more
c. Events include weddings, concerts, fundraisers, corporate functions, and performances
d. Events include weddings, concerts, fundraisers, corporate functions, gallery, and performances
e. Liaise with clients to identify their needs and to ensure customer satisfaction
f. Gather information and negotiate contracts
g. Organize facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, and additional items
h. When asked, provide tours of facilities for potential clients – coordinate with Event Booking Coordinator
i. Coordinate and communicate with staff to ensure appropriate promotion of events, including on the website, printed fliers, social media, and in the newspaper and chamber calendars, visitor kiosk, and other sites
Interface with Event Booking Coordinator for venue rentals
a. Coordinate with Event Booking Coordinator
b. Coordinate and manage Events Calendar for all events on site
c. Conduct market research and opportunities
d. Coordinate with marketing and PR to promote and publicize the event
e. Conduct pre-and post – event evaluations and report on outcomes
f. Research market, identify event opportunities and generate interest
g. Assisting PR with customer feedback and development of literature, printed and electronic collateral, and other devices to capture leads.
Coordinate and manage premises and event facilities utilization
a. Oversee Gallery operations involving volunteers and hosts
b. Obtain all permits required including Liquor License
c. Provide feedback and periodic reports to stakeholders
d. Propose ideas to improve provided services and event quality
e. Gather information and negotiate contracts
f. Ensure compliance with insurance, legal, health, and safety obligations
g. Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
h. Track program and event registrations.
Manage a list of volunteers that will assist with Gallery and day of the event activities
a. Coordinate and communicate with all committees involved in venue events
b. Specify staff requirements for required information
c. Coordinate with staff regarding volunteers and events
d. Specify, prior to event, each volunteer’s role and responsibility
e. Meet and coordinate with all volunteers for pre-event walk thru
f. Schedule a volunteer crew for setup, food and beverage sales, and clean up
g. Work with staff to ensure appropriate promotion of events, including on the website, printed fliers, social media, and in the newspaper and chamber calendars, visitor kiosk, and other sites
h. Work with In-Gathering team to make sure all stations are covered with the most appropriate volunteers (upbeat, fun, competent, experienced, etc.)
Data, PR and Social Media input
a. Maintain a scheduling calendar coordinated with other Arts Center activities
b. Maintain and input existing client information into Donor Perfect System
c. Produce photos for all events and coordinate with Operations who will post
on social media
d. Coordinate and communicate with staff* to ensure appropriate promotion of events, including on the website, printed fliers, social media, newspaper ads. chamber calendars, visitor’s kiosks, and other sites
*Support include Bookkeeper, Graphic Designer, IT, Operations Manager, Executive Director, and contracted Event Booking Coordinator,
Skills & Requirements:
1. Proven experience as an event planner and organizer
2. An impressive portfolio of previously managed events (weddings, meetings, parties, corporate events)
3. Excellent time management and communication skills
4. Ability to set up, test, and troubleshoot audio-visual equipment for events and presentations
5. Ability to produce event diagrams, schematics, and layouts for a variety of options
6. Sales skills and ability to build productive business and individual relationships
7. Ability to manage multiple projects independently
8. Computer experience with Word, Excel, Google Docs, Google Sheets, & PowerPoint.
9. Should be proficient in written communications, with good organizational and follow-up skills.
10. Some public speaking required for making presentations to small groups.
11. MS Office proficiency and administrative skills
12. Experience working with volunteers
13. Willing to provide references
14. BS in Event Management or related years of experience preferred
Salary to commensurate with experience.
Please email resume to email@example.com
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