Assistant Coordinator - Garden Show

Del Mar Fairgrounds; Del Mar (CA); On-site; USD 28,000 - 34,000; Full time

Job summary

Del Mar Fairgrounds is seeking an Assistant Coordinator for the Exhibits Department. The role focuses on assisting with exhibit design, educational presentations, community outreach, and program execution within the Garden Show.

You will support coordination with the Garden Show Coordinator and team, engaging with clubs, vendors, exhibitors, and fairgoers while ensuring smooth operations and compliance with rules and timelines.

Qualifications

• Ability to work collaboratively with team members and provide excellent customer service.
• Knowledge or interest in horticulture, gardening, agriculture, botany, or related fields.
• Strong organizational and multitasking abilities.
• Excellent interpersonal and communication skills.

Responsibilities

• Assist the Garden Show Coordinator with programming and design of exhibits, including educational presentations, community engagement, displays, and activities.
• Develop and steward community, club, professional organization, and vendor relationships to promote exhibit benefits and opportunities.
• Support the Garden Show's goals, timelines, and operational plans with the Program Supervisor and team members.
• Conduct outreach to gardening clubs, horticultural organizations, nurseries, and community groups to maintain or develop partnerships.
• Represent the Garden Show at meetings and professional organizations to promote participation and opportunities.
• Assist exhibitors with entry submissions, logistics, and guidance throughout the process.
• Coordinate judges and clerks during evaluation periods and ensure adherence to rules and procedures.
• Plan and implement programs, presentations, demonstrations, and interactive activities within the exhibit.
• Monitor supplies and equipment, initiate orders, and prepare procurement documentation.
• Assist with assembly, maintenance, and disassembly of exhibit displays and related infrastructure.
• Provide excellent customer service to exhibitors, fairgoers, judges, volunteers, and stakeholders.

Skills

Customer service

Team collaboration

Communication

Organizational skills

Multitasking

Horticulture knowledge

Public engagement

Tools

Microsoft Office

Basic database systems

Job description

Job Overview

A position within the Exhibits Department, the Assistant Coordinator:

Duties include, but are not limited to the following:

• Assists the Garden Show Coordinator with the development of the programming and design of the exhibit, including educational presentations, community engagement, displays, and activities.
• Develops and stewards community, club, professional organization, and vendor relationships to promote the exhibit’s benefits and opportunities.
• Pursues the mission of the Agriculture, Arts and Education Department – To connect our audience to agriculture and arts by creating inspiring and innovative exhibits, enriching educational experiences and competitions that encourage community connection.
• Support the Program Supervisor, Garden Show Coordinator, and team members in executing the Garden Show’s goals, timelines, and operational plans.
• Conduct industry and community outreach to maintain existing partnerships and develop new relationships with gardening clubs, horticultural organizations, nurseries, and community groups.
• Represent the Garden Show at club meetings and professional organizations to promote participation and exhibit opportunities.
• Interpret and communicate entry materials, including division summaries, glossaries, rules, and guidelines.
• Assist exhibitors with entry submissions, entry logistics, drop-off and pick-up procedures, and provide guidance throughout the process.
• Support coordination of judges and clerks during evaluation periods, ensuring adherence to established rules and procedures.
• Assist in the planning and implementation of programs, presentations, demonstrations, and interactive activities within the exhibit.
• Monitor and manage supplies, tools, and equipment; initiate orders as needed and prepare documentation for procurement.
• Assist with the assembly, maintenance, and disassembly of exhibit displays and related infrastructure.
• Provide excellent customer service by engaging positively with exhibitors, fairgoers, judges, volunteers, and stakeholders.
• Respond promptly and accurately to questions from exhibitors and the public.
• Maintain organized digital and physical records using established department IT systems.
• Attend required in-person meetings and virtual conferencing sessions.
• Follow all safety protocols, including use of appropriate personal protective equipment (PPE) in office and exhibit environments.
• Uphold high ethical standards and always represent the Fair in a professional manner.

Qualifications

• Ability to work collaboratively with team members; excellent customer service skills; follows oral and written instructions.
• Experience and/or knowledge in horticulture, gardening, agriculture, botany, or a related field.
• Strong organizational and multitasking skills.
• Excellent interpersonal and communication abilities.
• Proficiency in Microsoft Office and basic database systems.
• Ability to work flexible hours, including evenings and weekends, especially during Fair operations.

Working Conditions

• Indoor work includes periods of sitting, using a computer and other office equipment.
• Outdoor work includes exposure to weather conditions and fluctuating temperatures.
• Exposure to dust and dirt.
• Moderate physical exertion includes walking, standing, squatting, bending, and lifting to 50 lbs.
• Schedule includes all Fair dates, and may include nights, weekends, and holidays.