Special Events Coordinator

City-of-Myrtle-Beach-2; Myrtle Beach (SC); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

No Cost Health, Dental & Vision

401K & 457 Plans Available

State Retirement

Employee Wellness Clinic

Flex Spending Account

Employee Assistance

Job summary

The City of Myrtle Beach is seeking a hands-on Special Events Coordinator to develop, plan, implement, and manage festivals, concert series, and seasonal events. The role acts as on-site coordinator, guiding staff and volunteers and collaborating with community stakeholders to deliver successful public events.

Responsibilities include coordinating permits, vendor contracts, entertainment logistics, and post-event evaluation, with an emphasis on safety, compliance, and exceptional customer

Qualifications

• Knowledge of special event management principles.
• Knowledge of trends in event planning and emergency management.
• Knowledge of customer service principles and practices.
• Ability to organize and plan effectively.
• Strong verbal and written communication skills.
• Ability to develop and deliver presentations.
• Ability to supervise event staff and volunteers.
• Ability to build relationships with City departments and the public.

Responsibilities

• Develop goals and objectives for coordinated events in the City of Myrtle Beach.
• Organize, create, and manage special events including festivals, concert series, and seasonal events.
• Coordinate with local authorities to obtain permits and ensure compliance with ordinances.
• Manage vendor load-in/load-out and oversight of services and contracts.
• Lead volunteers and staff, conduct training, and establish event protocols.
• Monitor event budgets, pricing structures, and sponsor support.
• Coordinate logistics for entertainment, venues, and transportation.

Skills

Event planning

Budgeting

Vendor management

Public speaking

Communication

Presentations

Staff leadership

Stakeholder relations

Education

Bachelor's degree in parks, recreation, event management

Job description

City of Myrtle Beach, South Carolina

JOB DESCRIPTION

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Special Events Coordinator

JOB SUMMARY

The purpose of this position to develop, plan, implement and manage special events to include festivals, concert series, and seasonal events. Develop new offerings and/or enhance current offerings. Act as on-site coordinator, exercising a moderate level of discretion in the interpretation and application of policies, operating procedures, and rules in organizing and directing event staff and volunteers throughout events.

ESSENTIAL JOB FUNCTIONS

• Develop goals and objectives for coordinated events in the City of Myrtle Beach. Develop new programs and ideas for current and proposed events.
• Develop and maintain relationships with community stakeholders including but not limited to the Myrtle Beach Chamber of Commerce, the Greater Myrtle Beach Collaborative, business owners and property owners and establish regular lines of communications with these groups
• Organize, create, and manage special events including festivals, concert series, and seasonal events.
• Schedule and conduct organizational meetings to determine special event goals and objectives.
• Create and present presentations, speeches, event proposals, etc., to City management, event boards of directors, and/or prospective event representatives.
• Select and reserve event locations. Act as a liaison between contracted event representatives and local authorities, vendors, and suppliers.
• Draft and then administer contracts and service agreements once approved with entertainment groups, vendors, etc., according to established ordinances and policies.
• Ensure delivery of agreed upon terms and coordinate payment for services.
• Evaluate and recommend improvements for all aspects of special events (i.e., taking inventory, ordering process, and ticket redemption).
• Book musical and various entertainment acts (e.g., bands, performance artists, etc.) for special events.
• Coordinate entertainment logistics to include layout and setup of stages.
• Act as liaison between entertainment group, sound company, emcees, etc.
• Coordinate with local authorities to ensure all permits/applications are completed in a timely manner. Create site maps and build-out spreadsheets for staff, crew, vendors, City departments, and local authorities to ensure the success of special events.
• Assist with writing event notification letters to all event staff and volunteers.
• Create and maintain a database of all vendor contact information.
• Solicit various types of vendors (e.g., food) for special events.
• Oversee pricing structures and plans for vendors.
• Review vendor applications and select/approve vendors accordingly.
• Coordinate logistics for vendor load-in and load to and from events.
• Ensure and enforce compliance with City ordinances and event policies and procedures.
• Manage and provide leadership to volunteer leaders on each event, conduct meeting and training sessions for group coordinators, and develop written protocols for all volunteers at events. Act as on-site coordinator by organizing, training, assigning tasks, and supervising event staff and volunteers throughout events.
• Oversee event logistics to include organizing, setting-up and breaking down event equipment (i.e. tents, tables, chairs, signs, banners, audio-visual equipment, etc.).
• Proactively identify and evaluate special event infrastructures in order to troubleshoot any issues that may arise.
• Organize and manage special events vendor load-in and load-out of equipment.
• Monitor vendors, sponsors, and general-public to ensure event compliance.
• Coordinate with other City departments on issues of public safety and City ordinance compliance.
• Administer or assist in administering public property programs to include street performers, and sidewalk encroachments.
• Review permit applications, obtain proper approvals, and create permits to distribute to participants accordingly.
• Act as liaison between the public, businesses, and permit holders to address any issues that may arise.
• Maintain a directory of all approved permits and contacts.
• Ensure ordinance compliance by permit holder.
• Maintains a comprehensive, current knowledge of applicable policies, procedures, codes, regulations; maintains an awareness of new issues, methods, equipment, trends and advances in the profession; reads professional literature; maintains professional affiliation; participates in continuing education activities; attends meetings, conferences, workshops and training sessions as appropriate.
• Operates a motor vehicle, personal computer, general office equipment, or other equipment necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

ADDITIONAL FUNCTIONS

• Performs other related duties as required, requested, and assigned.

Education and Experience:

Bachelor’s degree in parks, recreation, event management or closely related field; (2) year of experience in planning and executing special events; or in lieu of a degree must have at least 5-years’ experience in planning and executing special events.

Licenses or Certifications:

Must possess and maintain a valid driver’s license.

Special Requirements:

None.

Knowledge, Skills and Abilities:

• Knowledge of special event management principles and best practices
• Knowledge of trends and current developments in special event planning and emergency management procedures
• Knowledge of principles and processes for providing customer service including a desire to assist customers regardless of their circumstances
• Knowledge of standard office practices and equipment.
• Skill in organizing.
• Skill in planning.
• Skill in communicating, both verbally and in writing.
• Skill in developing and delivering presentations.
• Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs.
• Skill in gathering information before taking action.
• Skill in setting objectives and measuring results.
• Ability to think independently and the ability to conceptualize and develop new or improved procedures, techniques or ideas appropriate to the work environment.
• Ability to work independently, exercise effective judgment and professional thinking.
• Ability to supervise event staff and volunteer performance and motivate, train counsel as required.
• Ability to exercise judgement, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to prioritize workload and manage time efficiently, meet deadlines and complete assignments in a timely manner.
• Ability to establish and maintain effective working relationships with City departments, the public and key stakeholders.
• Ability to respond to and resolve difficult inquiries, complaints and advise on policies, procedures and regulations.
• Ability to complete time-sensitive and/or high-profile projects through collaboration, consensus and creativity.
• Ability to operate general office equipment to include scanner, printer, copier, telephone and computer.

PHYSICAL DEMANDS

The work is medium work. The employee is frequently required to apply 30 pounds of force to move objects. The employee is occasionally required to exert up to 50 pounds of force to move objects. Additionally requires: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing voices and distinguishing among sounds, kneeling, lifting, manual dexterity, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, expressing ideas by the spoken word and shouting to be heard above ambient noise, visual acuity in data/color/observations/operating equipment, and walking. Must be able to safely operate a motor vehicle.

WORK ENVIRONMENT

Work is performed both indoors and outdoors where performance of essential functions may require exposure to adverse environmental conditions, such as temperature/weather extremes, machinery or traffic hazards. Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

The City of Myrtle Beach has the right to revise this job description at any time. This

description does not represent in any way a contract of employment.

City of Myrtle Beach Benefits

• No Cost Health, Dental & Vision Insurance for Fulltime Employees
• 401K & 457 Plans Available
• State Retirement
• Employee Wellness Clinic
• Flex Spending Account
• Employee Assistance
• And much more

Equal Opportunity Employer

The City of Myrtle Beach commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City’s policy is to employ qualified persons without discrimination on the basis of any protected characteristic, including race, color, religion, national origin, citizenship, sex, political affiliation, veteran’s status, age, genetic information, sexual orientation, gender identity, to include transgender status, disability or status in any other group protected by federal/state/local law.