Event Production Coordinator, Fair & Expo.

Deschutes County; Bend (OR); On-site; USD 55,000 - 74,000; Full time

Benefits offered by this job

On-site clinic

Excellent county benefits (PERS)

Paid time off & holidays

Job summary

Deschutes County is seeking an experienced events coordinator to manage the operational planning, setup, execution, and closeout of Deschutes County Fair/Expo events. You will work with Sales, Service, and Maintenance staff, clients, and vendors to ensure events meet contractual obligations and facility requirements.

The role emphasizes coordination of layout designs, equipment, and service provider collaboration to deliver seamless experiences during County Fair operations.

Qualifications

• Knowledge of event production logistics, site layouts, and coordination with service providers.
• Strong customer service skills and ability to handle diverse stakeholders.
• Experience in planning, coordinating, and executing large events or fairs.

Responsibilities

• Coordinate event set-up requirements including layouts, seating, signage, staging, audiovisual equipment, and portable assets.
• Review event requirements with clients and internal staff to assign contacts and procedures.
• Coordinate with caterers, security, vendors, and technical providers for event details and operations.
• Manage daily workflows for temporary personnel, volunteers, and contractors during events.
• Conduct pre-event and post-event walkthroughs and document facility-use issues and improvements.

Skills

Event logistics

Customer service

Operations coordination

Communication

Education

Associate degree in Business Administration or Event Management

Job description

ABOUT THE DEPARTMENT:

Deschutes County Fair & Expo Center is the largest and most prestigious facility of its type, not only in the Northwest, but in the nation. With over 340 acres of mixed use space, 300,000 square feet of indoor space, a conference center, and the First Interstate Bank Arena, regardless of the type or size of event, Deschutes County Fair & Expo is able to play host.

In addition to hosting nearly 400 unique events each year, Deschutes County Fair & Expo is also home to the annual Deschutes County Fair & Rodeo, the largest event in Deschutes County and one of the largest county fairs in Oregon.

ABOUT THE COUNTY:

We know where you choose to live, work and play matters. Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. Our dedicated and passionate workforce of more than 1,250 employees provide County services in a number of departments, divisions, and offices.

Locatedin the heart of Central Oregon, between the towering Cascade Mountain Range to the west and the high desert plateau to the east, Deschutes County is the outdoor recreation capital of Oregon.We enjoy a renowned quality of life, with big-city opportunities and small-town neighborhoods.

We hope you’ll consider joining our talented team.

ABOUT THE JOB

This position coordinates the operational planning, set-up, implementation, and closeout of assigned Deschutes County Fair/Expo events and the County Fair activities in close collaboration with Sales, Service, and Maintenance/Operations staff, clients, contractors, vendors to ensure events are delivered in accordance with contractual obligations, facility requirements, and County policies and procedures.

Key Responsibilities:

• Coordinate event set-up requirements for standard events and large-scale productions. This includes room or site layouts, tables, chairs, signage, staging, audiovisual equipment, movable walls, electrical/water grids, bleacher/banner placement, entertainment stages, and all portable assets, such as restrooms, light towers, and golf carts.
• Review event requirements with clients and the Fair Association Operations Director and establish appropriate event contacts, site access needs, facility responsibilities, and event-day procedures.
• Ensure food and beverage obligations are coordinated between designated service providers for each event, whether in-house or external.
• Coordinate with caterers, security personnel, vendors, technical providers, and other event contacts to communicate event details, schedules, site requirements, and operational concerns.
• Coordinate logistics, site assignments, and daily workflows for temporary personnel, volunteers, and external contractors during events and County Fair operations.
• Conduct or coordinate pre-event and post-event walkthroughs; identify, document, and communicate facility-use issues, damage, safety concerns, and event-related needs; recommend process improvements, as applicable.
• Coordinate post-event closeout activities, including site reset, removal of event materials and equipment, and confirmation that the facility or event area is secured.
• Maintain event-related records, schedules, diagrams, service-provider information, incident documentation, reports, and other operational information.
• Provide tours and support customer service or sales-related activities as assigned.

What You Will Bring:

Knowledge of or experience with:

• Event production logistics, including site layouts, event equipment, technical requirements, and service-provider coordination.
• County Fair operations, and the limits and capabilities of the facilities.
• Principles and practices of event, fair, and facility operations.

Skill in:

• Identifying operational issues and coordinating timely, practical resolution.
• Prioritizing work, exercising sound judgment, and adjusting to changing event requirements.
• Coordinating County Fair operations and events.
• Dealing tactfully and courteously with customers and providing effective and friendly customer service.

*This posting is not meant to be an all-inclusive list of duties and responsibilities but rather constitutes a general definition of the position's scope and function.

$40.1010 to $53.7390 per hour. Excellent County benefit package when eligible. This position is available immediately.

BENEFITS:

Our robust healthcare package covers medical, prescription, dental, and vision coverage at a minimal cost of $100 for employee only and $121 per month for employee plus dependents, which includes an innovative on-site clinic, pharmacy, and wellness and wellbeing services. Additionally, we include life insurance, retirement (PERS), generous paid time-off (14-18 hours/month to start, pro-rated for part-time), holidays, and professional development opportunities.

• Associate degree in Business Administration or Event Management, or a closely related field;
• AND one (1) year of experience in fair, entertainment, or exposition industry;
• OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.

Preference will be given for:

• Experience with coordinating Fair/Expo events and activities.

Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date. The employment offer will be contingent upon presentation of an acceptable and verifiable driver's license, pre-employment screening for criminal history, driving history, and controlled substances (NOTE: Positive test results for marijuana use may result in rescission of a contingent offer of employment). This screening must be completed with satisfactory findings in order for a formal offer of employment to be extended.