Coordinator - Garden Show

Del Mar Fairgrounds; Del Mar (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Del Mar Fairgrounds seeks a dedicated Garden Show Lead to plan, develop, and coordinate a dynamic Garden Show. You will oversee exhibit design, educational programming, and community engagement to create inspiring experiences.

You will cultivate partnerships with gardening clubs, nurseries, vendors, and organizations while guiding staff and coordinating timelines, budgets, and safety protocols for engaging displays and activities.

Qualifications

• Ability to work collaboratively with diverse partners and exhibitors while delivering excellent service.
• Needing experience or knowledge in horticulture, gardening, landscaping, or related fields.
• Ability to understand and communicate garden and hardscape layouts clearly.
• Strong organizational and multitasking capabilities to manage multiple projects.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to direct temporary staff and coordinate daily activities.
• Ability to exercise sound judgment and resolve issues independently.
• Proficiency in Microsoft Office and basic database systems.

Responsibilities

• Oversee day-to-day activities of Garden Show staff and liaison with department management.
• Coordinate with supervisors and team to implement goals, timelines, and plans.
• Develop and maintain partnerships with gardening clubs, nurseries, vendors, and community groups.
• Represent the Garden Show at meetings and organizations to promote participation.
• Develop and maintain entry materials, rules, and guidelines for exhibitors.
• Coordinate Garden Show layout and communicate design plans to contractors.
• Manage exhibitor entry process, communications, and logistics.
• Coordinate judging activities and evaluation procedures.
• Plan educational presentations, demonstrations, and activities for fairgoers.
• Monitor supplies, equipment, and procurement needs.
• Coordinate installation, maintenance, and dismantling of displays.
• Provide excellent customer service to exhibitors, judges, volunteers, and attendees.

Skills

Team collaboration

Horticulture knowledge

Garden layouts

Organization & planning

Communication skills

Staff supervision

Judgment & problem-solving

MS Office & databases

Flexible hours

Tools

Microsoft Office

Database systems

Job description

Job Overview

• Leads the planning, development, and coordination of the Garden Show, including exhibit design, educational programming, community engagement, displays, and activities.


• Develops and maintains relationships with gardening clubs, horticultural organizations, nurseries, vendors, and community partners to promote participation and expand exhibit opportunities.


• Advances the mission of the Exhibits Department: to connect our audience to agriculture and arts by creating inspiring and innovative exhibits, enriching educational experiences, and competitions that encourage community connection.

Duties include, but are not limited to the following:

• Oversee day-to-day activities of Garden Show temporary staff and serve as the primary liaison between staff members and department management.


• Coordinate with the Program Supervisor, Event Coordinator, and department team to implement Garden Show goals, timelines, and operational plans.


• Develop and maintain industry and community partnerships with gardening clubs, horticultural organizations, nurseries, vendors, and community groups to encourage participation and expand exhibit opportunities.


• Represent the Garden Show at club meetings and professional organizations to promote participation and communicate exhibit opportunities.


• Develop and maintain competitive entry materials, including division summaries, glossaries, rules, and guidelines, ensuring information is accurate and clearly communicated to exhibitors.


• Coordinate the Garden Show layout and communicate design plans, requirements, and specifications to specialized contractors.


• Coordinate the exhibitor entry process, including entry submissions, exhibitor communications, entry delivery and pickup logistics, and guidance on applicable rules and procedures.


• Coordinate judging activities, including judge and clerk assignments, schedules, evaluation procedures, and documentation, ensuring adherence to established rules and guidelines.


• Plan and coordinate educational presentations, demonstrations, interactive activities, and other programming that engages fairgoers and supports the Garden Show’s objectives.


• Monitor and manage supplies, tools, equipment, and other operational resources; identify needs, initiate orders, and prepare procurement documentation.


• Coordinate the installation, maintenance, and dismantling of garden displays, hardscape features, and related exhibit infrastructure.


• Provide excellent customer service and maintain positive working relationships with exhibitors, judges, volunteers, vendors, fairgoers, and other stakeholders.


• Respond to exhibitor and public inquiries, resolve routine issues, and refer matters to the appropriate department personnel when necessary.


• Maintain accurate and organized digital and physical records using established department IT systems.


• Attend required in-person meetings and virtual conferencing sessions.


• Follow established safety protocols, including the appropriate use of personal protective equipment (PPE) in office, exhibit, and outdoor work environments.


• Uphold high ethical standards and represent the Fair in a professional manner.


• Perform other duties as assigned.

Qualifications

• Ability to work collaboratively with team members, community partners, contractors, and other stakeholders while providing excellent customer service.


• Experience and/or knowledge in horticulture, gardening, landscaping, agriculture, botany, or a related field.


• Ability to understand, develop, and communicate basic garden and hardscape layouts.


• Strong organizational, planning, and multitasking skills, including the ability to coordinate multiple projects, schedules, and deadlines.


• Excellent interpersonal, written, and verbal communication skills.


• Ability to provide direction to temporary staff, coordinate daily activities, and communicate operational priorities.


• Ability to exercise sound judgment, resolve problems, and work independently while following established policies and procedures.


• Proficiency in Microsoft Office and basic database systems.


• Ability to work flexible hours, including evenings and weekends, particularly during Fair operations.

Working Conditions

• Indoor work includes periods of sitting, using a computer, and operating other office equipment.


• Outdoor work includes exposure to varying weather conditions and fluctuating temperatures.


• Exposure to dust, dirt, soil, plants, and other materials associated with garden and exhibit environments.


• Moderate physical exertion, including walking, standing, squatting, bending, and lifting up to 50 pounds.


• Schedule includes all Fair dates and may include nights, weekends, and holidays.