Events Coordinator

Visit Bar Harbor; Bar Harbor (ME); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

PTO 160 hours

15 paid holidays

Retirement plan with employer match

Health and dental insurance option

Job summary

Bar Harbor Chamber of Commerce seeks an energetic Event Coordinator to turn vision into flawlessly executed events that delight residents, visitors, and business owners. You will manage timelines, logistics, permits, and on-site operations for Bar Harbor’s annual calendar.

Requirements include 2–4 years in event planning, strong communication, and proficiency with Google Workspace and project management tools.

Qualifications

• 2–4 years of experience in event planning, hospitality, or festival production.
• Ability to stay on your feet for long shifts during event weekends and handle physical demands.
• Strong interpersonal skills; negotiate with vendors and greet VIP donors.
• Proficiency in Google Workspace and project management tools (Monday.com or Trello); Canva and InDesign a plus.
• Local knowledge of Bar Harbor/MDI business landscape and seasonal tourism.
• Detail-oriented with organized filing and spreadsheets.
• Must have a valid driver's license and access to a vehicle for travel around Mount Desert Island.

Responsibilities

• Create and manage detailed timelines, run-of-show documents, and task lists for all Chamber events.
• Coordinate site layouts, tent rentals, signage, electrical needs, and waste management for outdoor festivals.
• Serve as the point person on event days, managing set up, breakdown, and troubleshooting in real time.
• Work closely with the Town of Bar Harbor and Acadia National Park to secure permits and ensure safety.
• Recruit and vet vendors, artisans, and performers; manage contracts and insurance requirements.
• Collaborate on sponsorship fulfillment for visibility (signage, mentions, booths).
• Build and lead a Chamber Crew of volunteers for greeting, ticketing, and event support.
• Monitor budgets and conduct post-event evaluations to improve ROI.

Skills

Event planning

Communication

Stamina

Detail-oriented

Local knowledge

Driver's license

Vendor relations

Project management tools

Tools

Google Workspace

Monday.com

Trello

Canva

Adobe InDesign

Job description

Job Type: Full-time, hourly, non-exempt
Reports to:Membership & Marketing Manager
Bar Harbor Chamber of Commerce is seeking an individual to join our team as our Event Coordinator. The Bar Harbor Chamber of Commerce represents members from nearly 400 independent businesses and helps thousands yearly as part of its services. Services include assisting more than 100,000 visitors annually at its Visitor Information Center and Information Kiosk, producing and distributing 100,000 planning guidebooks annually through trade shows, mailings, and information centers, and executing events such as Bar Harbor's July 4th Celebration, Early Bird Pajama Sales & Bed Races, and member networking events.
Bar Harbor is a town that thrives on its signature moments, from the flair of Art in the Park to the magic of the Early Bird Pajama Sales and Bed Races. The Event Coordinator is the creative and logistical force behind the Chamber's annual calendar. We are looking for a high-energy, detail-obsessed professional who can take a vision and turn it into a flawlessly executed reality that delights residents, visitors, and business owners alike.

Essential Duties and Responsibilities

• Event Planning & Executiion
  • Project Management:Create and manage detailed timelines, "run-of-show" documents, and task lists for all Chamber events.
  • Logistics:Coordinate site layouts, tent rentals, signage, electrical needs, and waste management for outdoor festivals.
  • On-Site Management:Serve as the "point person" on event days, managing setup, breakdown, and troubleshooting in real-time.
  • Permitting:Work closely with the Town of Bar Harbor and Acadia National Park to secure necessary permits and ensure safety compliance.
• Vendor & Volunteer Relations
  • Vendor Management:Recruit and vet vendors, artisans, and performers. Manage contracts and ensure all insurance requirements are met.
  • Sponsorship Fulfillment:Work with the Membership & Marketing Manager to ensure event sponsors receive their promised visibility (signage, mentions, booth space).
  • Volunteer Recruitment:Build and lead a reliable "Chamber Crew" of volunteers to assist with greeting, ticketing, and event support.
• Budgeting:Manage individual event budgets, tracking expenses and revenue to ensure financial goals are met.
• Evaluation:Conduct Post-Event "debriefs" to analyze attendance, ROI, and feedback, providing recommendations for future improvements.

• Event Planning & Executiion
  • Project Management:Create and manage detailed timelines, "run-of-show" documents, and task lists for all Chamber events.
  • Logistics:Coordinate site layouts, tent rentals, signage, electrical needs, and waste management for outdoor festivals.
  • On-Site Management:Serve as the "point person" on event days, managing setup, breakdown, and troubleshooting in real-time.
  • Permitting:Work closely with the Town of Bar Harbor and Acadia National Park to secure necessary permits and ensure safety compliance.
• Vendor & Volunteer Relations
  • Vendor Management:Recruit and vet vendors, artisans, and performers. Manage contracts and ensure all insurance requirements are met.
  • Sponsorship Fulfillment:Work with the Membership & Marketing Manager to ensure event sponsors receive their promised visibility (signage, mentions, booth space).
  • Volunteer Recruitment:Build and lead a reliable "Chamber Crew" of volunteers to assist with greeting, ticketing, and event support.
• Financial & Post-Event Analysis
  • Budgeting:Manage individual event budgets, tracking expenses and revenue to ensure financial goals are met.
  • Evaluation:Conduct Post-Event "debriefs" to analyze attendance, ROI, and feedback, providing recommendations for future improvements.

• Experience:2-4 years of experience in event planning, hospitality, or festival production.
• Stamina:Ability to stay on your feet for long shifts during event weekends and handle the physical demands of event setup.
• Communication:Strong interpersonal skills; you must be comfortable negotiating with a grumpy vendor one minute and greeting a VIP donor the next.
• Calm Under Pressure:A proven track record of maintaining a "cool head" when unexpected challenges (like a sudden Maine rain shower) arise.
• Software:Proficiency in Google Workspace and project management tools (e.g., Monday.com or Trello). Experience with Canva and Adobe's InDesign are a plus.
• Local Knowledge:A deep understanding of the Bar Harbor/MDI business landscape and seasonal tourism cycles.
• Detail-Oriented:A natural organizer who finds satisfaction in a perfectly balanced spreadsheet and a streamlined filing system.
• Transportation:Possession of a valid driver's license and access to a reliable, insured personal vehicle for travel throughout Mount Desert Island and the surrounding region.

Physical Needs

• Must be able to remain in a stationary position for extended periods.
• Occasional lifting of boxes (e.g., Guidebooks or event supplies) up to 30 lbs.
• Must be available to work on-site in Bar Harbor, including occasional weekends during peak festival seasons.

Note: This job description is intended to provide a general overview of the position. It is not intended to be an exhaustive list of duties and responsibilities.

Compensation & Benefits

This is a full-time, hourly, non-exempt position with hourly wages from $22 per hour to $24 per hour. The offer will be commensurate with experience. Employee benefits include 160 hours paid time off (accrued monthly), 15 paid holidays, and a retirement contribution plan with employer match. Employee benefits also include an option to participate in an 80%/20% employer-subsidized health and dental insurance plan. The position requires an estimated 40-hour work schedule per week with limited opportunities for overtime during certain weeks/events. This position does not include employee housing.

Location

The position will be primarily based in downtown Bar Harbor.

The Bar Harbor Chamber of Commerce is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The Bar Harbor Chamber encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, previous criminal conviction, and veteran status.

The application deadline is 11:59 p.m. on Monday, November 16th. Interviews will occur on a rolling basis.