Festival Coordinator

Hampton, VA, USA|Onsite

Job Overview

Employment Type

Part-time

Compensation

Hourly

Range $21.00 - $24.00

Benefits

hourly wage

Job Description

Gloucester County Parks, Recreation & Tourism is a vibrant department dedicated to enhancing the quality of life for its residents and visitors through a diverse array of engaging events and community activities. Located in Gloucester, VA, the department focuses on promoting tourism, organizing recreational programs, and managing special events that showcase the region's unique culture and natural beauty. With a commitment to fostering community spirit and economic development, Gloucester County Parks, Recreation & Tourism plays a pivotal role in connecting people to the area's history, environment, and recreational opportunities.

The department is currently hiring for a part-time Festival Coordinator to support the planning and execution of the annual Gloucester Daffodil Festival and its ancillary events. This position is particularly suited for a creative individual who is passionate about event planning and community engagement. The role involves a variety of administrative and professional duties aimed at ensuring the smooth operation of the festival, one of Gloucester County's key cultural events. The Festival Coordinator will work under the general supervision of the Tourism, Marketing and Events Manager and will be responsible for managing event schedules, coordinating vendor and volunteer activities, and providing on-site support during events.

This part-time role is classified as "Work as Required," with fluctuating hours throughout the year, increasing especially in the lead-up to major events. Candidates should be prepared to work occasional evenings and weekends, including full-time on-site participation during the Gloucester Daffodil Festival itself. The position offers an hourly wage ranging from $21.00 to $24.00 and does not include additional employee benefits.

The Festival Coordinator must possess excellent communication skills and marketing knowledge to effectively promote the festival and engage with sponsors, vendors, and the public. Key responsibilities include creating contracts, managing payments, monitoring vendor applications via the CivicRec portal, assisting with marketing activities such as photography and videography, and coordinating logistical aspects like setting up vendor booths, signage installation, and event decorating. The role also includes leadership duties overseeing specific festival components such as the parade, volunteer management, and the 5k race.

Additionally, the position requires a candidate who can provide exceptional customer service during high-pressure situations and work independently or as part of a team, sometimes leading volunteers. Flexibility, stamina, and a proactive approach are essential to successfully manage the dynamic and fast-paced nature of festival coordination. This position is an excellent opportunity for someone who thrives in event planning and community tourism, looking to contribute to one of Gloucester County's hallmark celebrations while gaining valuable experience in public event management.

Job Requirements

Possession of a valid driver's license
Possess and maintain a driving record that meets established Gloucester County Driving Standards
Candidate will establish a recurring schedule for weekday office work
Must be available to work occasional weekday/evenings
Ability to work fluctuating hours with increased schedules leading up to events
Ability to work occasional evenings and weekends including full-time during major festivals
Must possess excellent communication skills
Must have marketing knowledge
Must be able to manage an annual schedule independently
Must have flexibility and stamina
No benefits are associated with this position
Work as required employment type

Job Qualifications

Possession of a high school diploma/GED
Three (3) to five (5) years' experience organizing and producing large-scale special events to include working with committees and volunteers
Experience with event management, marketing and tourism preferred

Job Duties

Create contracts and payment vouchers with required backup documentation for supervisor's approval
Track incoming contracts and payments to see through to fruition
Provide outstanding customer service to sponsors and handle issues with diplomacy
Monitor applications received in the CivicRec portal and handle routine communication with vendors
Assist with printing, folding, and assembling large design displays and banners
Contribute to marketing deliverables by taking photographs, short videography, and conducting speaking engagements on behalf of the festival
Compile necessary supplies for events, including exhibit booth materials, merchandise, directional signage (ex: banners, A-Frames, flags), first-aid supplies, flags, cones, decorations, etc
Assist in event set-up including measuring and marking vendor booths, decorating, putting up tents, installing signage, etc
Provide leadership over components of the festival such as the parade, managing volunteers (Queen/Jr./Little Miss, Art Print, Scholarship, etc), and 5k race
Seek input on budget status when making purchases with p-card
Reserve festival facilities and equipment
Provide courteous and direct customer service during high-stress events, including vendor check-in, directing traffic, managing entertainment schedules, vendor dismantle, or other duties as assigned
Work may be independent, with a team, or leading a group of volunteers
Flexibility and stamina are a must
Assist with returning all necessary supplies after the event
Maintain an inventory of supplies and signage to prevent waste
Performs other duties as assigned