Seasonal Event Coordinator

Music for All, Inc.; Indianapolis (IN); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking a dynamic Fall Seasonal Event Coordinator to join their team in Indianapolis. This role is vital for the planning and execution of several major events, including regional competitions and national championships. The ideal candidate will be enthusiastic, organized, and possess strong leadership skills. You will work closely with a dedicated team, ensuring that each event runs smoothly from start to finish. This position offers a unique opportunity to gain hands-on experience in event management while making a significant impact in the music community. If you are passionate about music and events, this role is perfect for you!

Benefits

Travel Expenses Covered

Flexible Work Hours

Hands-On Experience in Event Management

Qualifications

• Currently enrolled in a college degree program.
• Experience in event planning or volunteer management preferred.
• Strong organizational and leadership skills.

Responsibilities

• Plan and coordinate events for marching band competitions.
• Manage on-site functions and logistics during events.
• Assist with vendor communication and volunteer recruitment.

Skills

Event Planning

Volunteer Management

Leadership Skills

Interpersonal Skills

Attention to Detail

Customer Service

Problem Solving

Communication Skills

Education

Pursuing a degree in Event Management

Pursuing a degree in Music

Pursuing a degree in Hospitality

Tools

Microsoft Excel

Microsoft Word

InDesign

Job description

Fall Seasonal Event Coordinator (Paid Position) Indianapolis, IN

** POSITION DESCRIPTION**

Music for All is seeking qualified candidates for a Fall Seasonal Event Coordinator beginning July 15th, 2025 and ending November 19th, 2025. The Seasonal Event Coordinator works under the direction of the Senior Director of Events and the Events Manager and is an important part of the Music for All team.

Primary duties include, but are not limited to:

• Plan and serve as an on-site Event Coordinator (with another member of the Events Team) for up to five fall marching band regional competitions (Regionals) plus our national championship (Grand Nationals).
• Assist with pre-planning for multiple Bands of America Regionals including preparing event communications, securing vendors, recruiting volunteers, arranging transportation and catering, and other event-related duties.
• Manage on-site functions at various events. This may include attending walk-through meetings, loading in/out equipment, monitoring transportation for staff, managing equipment rentals, facilitating volunteer groups, managing catering orders, monitoring event flow, setting up and tearing down the event, and other event related duties.

Every candidate for a position at Music for All must understand and acknowledge that a substantial portion of the organization’s business is the planning and execution of special events. As such, all Music for All employees are involved in the planning of events and have some on-site event production duties and responsibilities. Travel will be required and will include a minimum of five weekends between September 18th and November 15th. Each weekend of travel will be 3-4 days per event (generally Thursday-Sunday).

POSITION REQUIREMENTS

Music for All is seeking an enthusiastic, team-oriented individual with the following skills:

• Currently or recently enrolled in a college level degree program
• Pursuing a degree in Event Management, Music, or Hospitality (preferred)
• Experience in event planning or volunteer management (preferred)
• Music background, previous experience in scholastic music is helpful (preferred)
• Ability to travel weekly between September-November, as well as to work outside the normal workday hours as necessary and required
• Demonstrated leadership, organization, interpersonal skills as well as strong attention to detail
• Commitment and ability to manage and meet multiple, overlapping deadlines
• Self-motivated and able to work with minimal supervision and collaborate in a team environment
• Strong work ethic, problem solving abilities, ability to manage multiple projects simultaneously
• Customer service oriented attitude, commitment to the organization’s mission and vision
• Solid analytical and communication skills; strategic thinker; excellent verbal and written communication skills
• Proficiency in Microsoft applications (Excel, Word, etc.) is necessary
• Working knowledge of InDesign is helpful

COMPENSATION AND BENEFITS

Music for All Seasonal Event Coordinators are paid $15/hr, issued bi-weekly. Travel expenses (housing, transportation, meals, etc.), while working an event, are covered by the organization.

CONTRACT TIMING

The seasonal event coordinator is expected to work roughly 40 hours a week (in office) during the contracted season. This position usually corresponds to the following timeframes: July – November. Start and end dates can be modified to fit into the constraints of a current degree program.

COMPANY PROFILE

Music for All, Inc. is one of the nation’s leading organizations in support of active music making. Founded in 1975, Music for All’s mission is to create, provide and expand positively life-changing experiences through music for all. Our vision is to be a catalyst to ensure that every child across America has access and opportunity to participate in active music making in his or her scholastic environment.

Music for All’s internationally acclaimed repertoire of events includes more than 25 annual programs across the nation. Among these events are the Bands of America Grand National and Regional Marching Band Championships, Music for All National Festival for concert bands, orchestras, choirs and percussion ensembles, Music for All Summer Symposium, leadership workshops, and affiliate concert and marching band programs. Music for All also presents national honor ensembles for students: the Honor Band of America, Honor Orchestra of America, Jazz Band of America and the national BOA Honor Band which has performed in three Tournament of Roses Parades.

Music for All has served more than 1.75 million music students through its Bands of America and Orchestra America programs. It serves more than 450,000 music students and their families, and music teachers each year. Millions worldwide access Music for All through award-winning national newsletters, our web site (www.musicforall.org), video productions, social networking and other print and electronic materials.