Event Coordinator

City-of-Holland,-M; Holland (MI); On-site; USD 32,000 - 34,000; Part time

Job summary

City of Holland is seeking an Event Coordinator to plan and execute community events for the Parks and Recreation Department. This role manages events from planning to on-site execution, coordinating schedules, vendors, staffing, equipment, and budgets.

The position involves collaboration with City staff, community groups, sponsors, contractors, and the public to deliver safe, organized events. Evening and weekend work is required, with potential CPR/First Aid certification within six months.

Qualifications

• Two years of experience in event coordination or related field.
• Experience coordinating vendors, staff, volunteers, or event operations preferred.
• Experience creating social media content or other public communications preferred.

Responsibilities

• Plan and implement assigned community events, concerts, celebrations, and department activities.
• Develop event work plans with timelines, locations, staffing, equipment, and supplies.
• Coordinate vendors, performers, contractors, food providers, and participating organizations.
• Collaborate with City departments and outside agencies for permits, safety, traffic control, and facilities.
• Prepare staffing assignments and direct part-time staff and volunteers during events.
• Oversee event setup, operation, and cleanup; adapt to schedule changes and weather.
• Assist with event budgets, purchasing requests, contracts, and invoices per City procedures.
• Support coordination of the monthly volunteer program.
• Develop and maintain event marketing timelines and ensure timely information sharing.
• Create and distribute event content for social media, newsletters, websites, flyers, and signs.
• Maintain accurate event records including contacts, schedules, attendance, revenue, and incidents.
• Fulfill sponsorship commitments with signage, announcements, and sponsor participation.
• Maintain equipment inventories and identify replacement needs.
• Represent the department professionally with participants, partners, vendors, and the public.
• Review events and suggest improvements for safety, participation, experience, and marketing impact.
• Follow City policies, safety procedures, purchasing requirements, brand standards, and customer service expectations.
• Support other department programs, projects, and events as assigned.

Skills

Event coordination

Vendor coordination

Organizational skills

Communication skills

Social media content creation

Tools

Email

Word processing

Spreadsheets

Scheduling software

Social media management

Job description

PAY: $23 - $25 per hour

SCHEDULE: 24 hours per week, with some nights and weekends required.

REPORTS TO: Recreation Administrator

JOB SUMMARY: The Event Coordinator plans and implements community events for the Parks and Recreation Department. This position manages assigned events from initial planning through on-site execution and evaluation. Responsibilities include coordinating schedules, vendors, entertainment, staffing, equipment, site operations, and event-related expenses.

The Event Coordinator works with City staff, community organizations, sponsors, contractors, volunteers, and members of the public to provide safe, organized, and welcoming events.

1. 1. Plan and implement assigned community events, concerts, celebrations, and other department activities.
2. 2. Develop event work plans that identify timelines, locations, staffing, equipment, supplies, parking, utilities, and other operational requirements.
3. 3. Secure and coordinate vendors, performers, contractors, food providers, and participating organizations.
4. 4. Work with City departments and outside agencies to address permits, public safety, traffic control, facility use, and site requirements.
5. 5. Prepare staffing assignments and provide direction to part-time employees and volunteers during events.
6. 6. Oversee event setup, operation, and cleanup while responding to schedule changes, equipment issues, weather conditions, and other unexpected circumstances.
7. 7. Assist with developing event budgets and process purchase requests, contracts, invoices, and payment documentation in accordance with City procedures.
8. 8. Assist with the coordination of the new monthly volunteer program.
9. 9. Develop and maintain event marketing timelines to ensure information is shared accurately and in a timely manner.
10. 10. Assist with creating and distributing event content for social media, email newsletters, websites, flyers, signs, and other promotional materials.
11. 11. Maintain accurate event records, including contact information, agreements, schedules, attendance, revenue, expenses, incidents, and evaluations.
12. 12. Fulfill event-related sponsorship commitments, including signage, displays, announcements, and sponsor participation.
13. 13. Maintain an inventory of event equipment, decorations, signs, and supplies and identify replacement or purchasing needs.
14. 14. Serve as a professional and responsive department representative when working with participants, partners, vendors, volunteers, and members of the public.
15. 15. Review each assigned event and recommend changes that improve safety, participation, customer experience, efficiency, marketing reach, or financial performance.
16. 16. Follow established City and department policies, safety procedures, purchasing requirements, brand standards, and customer service expectations.
17. 17. Support other department programs, projects, marketing efforts, and events as assigned.

1. At least two years of experience in event coordination, recreation, hospitality, community programming, marketing, communications, or a related field. Relevant education may be considered in place of experience.
2. Experience coordinating vendors, staff, volunteers, or event operationspreferred.
3. Experience creating social media content, promotional materials, or other public communications preferred.
4. Strong organizational skills and the ability to manage multiple events, deadlines, and details.
5. Effective written and verbal communication skills.
6. Ability to work independently, make sound decisions, and respond calmly to changing event conditions.
7. Ability to establish positive working relationships with City staff, community partners, vendors, volunteers, and the public.
8. Proficiency with email, word-processing, spreadsheet, scheduling, social media, and other standard office applications.
9. Valid driver's license and an acceptable driving record.
10. Availability to work evenings, weekends, and occasional holidays.
11. Ability to obtain CPR, AED, and First Aid certification within six months of employment.

1. Work includes a combination of office, facility, and outdoor work environments with frequent movement between recreation facilities and event locations.
2. Work may require evenings, weekends, holidays, and irregular hours to support programs, events, rentals, and facility operations.
3. Work includes frequent interaction with participants, user groups, contractors, vendors, sponsors, and the public.
4. Work requires occasional lifting, carrying, setup, teardown, and physical support of programs, events, and operational activities.