Festival Coordinator

Iowatravelindustry; Amana (IA); On-site; USD 21,000 - 26,000; Part time

Job summary

Festival Coordinator for Amana Colonies Festivals, Inc. (ACFI) plans and executes the five major Amana Colonies festivals to promote tourism and community engagement.

You will work with the ACFI Board, ACCVB Executive Director, and other stakeholders to ensure events reflect the organization’s mission and celebrate heritage. The role requires strong organizational and leadership abilities, plus hands-on festival operations, vendor management, and volunteer coordination.

Qualifications

• Ability to work independently and manage multiple tasks with minimal supervision.
• Excellent communication and interpersonal skills for coordinating with boards, vendors, and volunteers.
• Experience in event planning, budgeting, and logistics is preferred.

Responsibilities

• Plan, organize, and manage the five major festivals and related activities.
• On-site presence during festivals with setup/teardown duties including lifting up to 40 pounds.
• Develop timelines, budgets, and allocate resources for events.
• Coordinate logistics with venues, vendors, permits, entertainment, and catering.
• Ensure safety compliance and address issues during events.
• Serve as primary festival contact and manage vendor relations and schedule changes.

Skills

Independence

Prioritization

Organizational skills

Communication

Vendor coordination

Customer service

Tools

Excel

Gmail

Canva

Social media

Event management software

Job description

Job description:

• Job Title: Festival Coordinator
• Department: Amana Colonies Festivals, Inc.
• Reports to: Amana Colonies Convention & Visitors Bureau (ACCVB) Executive Director, with direction and oversight from Amana Colonies Festivals, Inc. (ACFI) Board
• Location: Amana, Iowa
• Employment Type: Part-time based on 25 hours per week
• Salary: $23,400 annually
• Benefits: Cell Phone Reimbursement of $50/month
• Pay: $18.00 per hour

Job Summary:

The Festival Coordinator for the Amana Colonies Festivals, Inc. (ACFI) is responsible for planning, coordinating, and executing the five major festivals that promote tourism and community engagement in the Amana Colonies. The position works closely with the ACFI Board, Amana Colonies CVB Executive Director, and other stakeholders to ensure events align with the organization’s mission to preserve and celebrate the rich heritage, traditions, and culture of the Amana Colonies while creating engaging events that strengthen the community and promote the Colonies as a leading tourism destination. The role requires strong organizational, communication, and leadership skills.

Key Responsibilities:

1. Festival Planning & Execution:

• Plan, organize, and manage the ACFI-sponsored five major festivals and related festival activities, including Maifest, Amana Colonies Wurst Festival, Oktoberfest, Prelude to Christmas with Tannenbaum Forest, and Winterfest.
• Responsible for being on-site during festivals and overseeing setup and cleanup, which may include physical tasks such as lifting up to 40 pounds and standing for extended periods.
• Develop festival timelines, budgets, and resource allocations.
• Coordinate logistics such as venue selection, vendor management, permits, entertainment, and catering.
• Ensure compliance with local regulations and safety standards during events.
• Serve as the primary festival point of contact during events and use sound judgment to address operational issues, vendor concerns, schedule changes, weather-related issues, and other unexpected circumstances.

2. Collaboration & Coordination:

• Work closely with the ACFI Board and ACCVB Executive Director to develop festival concepts and ensure alignment with ACCVB’s strategic goals.
• Collaborate with local businesses, community organizations, and volunteers to enhance festival offerings.
• Build relationships with local and regional vendors, sponsors, and partners to secure festival support and resources including sponsorships, donations, in-kind contributions, advertising, and festival partnerships.

3. Marketing & Promotion:

• Assist in developing promotional strategies and festival materials in collaboration with the ACCVB Executive Director.
• Coordinate and implement social media, website updates, and other digital marketing efforts to increase festival visibility under the ACCVB Executive Director’s social media calendar.
• Represent festivals through various media outlets, including radio, TV, print, and online.

4. Volunteer Management:

• Recruit, train, and manage volunteers for festivals, ensuring they have the necessary resources and support to carry out their tasks.
• Assign volunteer duties and maintain volunteer schedules.

5. Festival Budgeting & Reporting:

• Prepare and monitor festival budgets, ensuring cost-effective practices while maintaining high-quality festival experiences.
• Track festival expenses and provide post-festival financial reports to the ACFI Board.
• Conduct post-festival evaluations and provide recommendations for future improvements.

6. Administrative Support:

• Maintain festival-related documentation, contracts, and records. Obtain vendor agreements, coordinate certificates of insurance when required, ensure required permits/licenses are obtained, coordinate with vendors regarding event requirements.
• Support the ACCVB Executive Director with ACFI administrative tasks, including preparing reports, general accounting, and presentations for the ACFI Board.
• Respond to public inquiries about festivals and provide excellent customer service. Coordinator may be dealing with unhappy vendors, performers, volunteers, attendees, weather issues, schedule changes, complaints.

Required Skills & Abilities:

• Ability to work independently and exercise sound judgment.
• Ability to prioritize competing responsibilities and meet deadlines with minimal supervision.
• Strong organizational and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to work effectively with vendors, volunteers, sponsors, performers, community members, and the public.
• Ability to remain professional and calm when addressing complaints, conflicts, or unexpected situations.
• Ability to work flexible hours, including evenings, weekends, and holidays during festivals.
• Ability to travel locally for meetings/vendors.

Physical Requirements:

• Ability to lift and carry up to 40 pounds.
• Ability to work outdoors in varying weather.
• Ability to stand and walk for extended periods.
• Ability to perform occasional physical tasks associated with festival setup and teardown.

Preferred Qualifications:

• Prior experience in event management or related field is preferred. Experience in hospitality, tourism, marketing, or a related field is a bonus.
• Proven experience in event planning and coordination.
• Excellent communication, negotiation, and interpersonal skills.
• Familiarity with budget management and vendor coordination.
• Proficiency in Microsoft Excel, Gmail, Canva, Facebook/Instagram, and event management software.

Working Conditions:

• The standard schedule is approximately 25 hours per week; however, work hours will fluctuate based on festival schedules. The position requires flexibility to work evenings, weekends and occasional holidays before, during and immediately following festivals. Hours may be adjusted during non-festival periods to accommodate increased event-related workload.
• This is an on-site position based in our Amana, IA office housed within the Amana Colonies Visitors Center.

Requirements:

• Valid driver’s license and reliable transportation required for occasional local event-related errands and meetings.