Special Events Coordinator

Fortiuscap; Vail (CO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Retirement match 11%

Life insurance

Recreation Center pass

Health, Rx, vision, and dental ins.

Paid vacation, personal days, sickdays

Holidays

Spanish Language Initiative

Job summary

Town of Avon is seeking an events coordinator to manage special events and oversee volunteer programs in Avon, Colorado. The role includes vendor coordination, permitting, and collaboration with internal departments to ensure safe, successful events.

The ideal candidate has a bachelor’s degree in a relevant field and 4+ years of supervisory experience in events, with preference for those familiar with resort municipalities.

Qualifications

• Bachelor’s degree in event management, economics, business or equivalent work experience is required.
• 4+ years progressive administrative or supervisory experience in special events or like work.
• Experience working for an all seasons resort municipality is a plus.

Responsibilities

• Manage and recruit special event vendors and contractual entities.
• Coordinate volunteer personnel including training, scheduling, and tracking.
• Assist with CASE Committee materials, minutes and meeting prep.
• Assist Communications Manager with development and distribution of event materials.
• Administer permits, fees, approvals and insurance forms for events.
• Develop plans for safety, permitting, and communication with internal and external stakeholders.
• Manage pavilion rentals, bar operations, and cash handling as needed.
• Maintain events calendar and publish on external sites.
• Prepare reports and memoranda for Council presentations.
• Create purchase requisitions and ensure proper coding and approvals.

Skills

Event management

Volunteer coordination

Staff scheduling

Public communications

Education

Bachelor’s degree or equivalent in event management, economics, business

Job description

Come Join the Town of Avon Team!

Nestled in the heart of the Rocky Mountains, Avon, Colorado, is more than a destination – it’s a place to call home. Here, visitors and residents alike enjoy living, working, and playing in a breathtaking outdoor setting.

At the Town of Avon, we’re the driving force behind what makes this community thrive. From fixing potholes to hosting events in stunning Nottingham Park, to teaching swim lessons at our 40,000 sq. ft. full-service Recreation Center, to ensuring public safety, our dedicated team makes it all happen.

We offer an amazing work environment, supportive leadership, and outstanding benefits, including:

• Retirement match of 11%
• Life insurance
• Avon Recreation Center pass
• Health, Rx, vision, and dental insurance
• Paid vacation, personal days, sick days, and holidays
• Spanish Language Initiative

Town of Avon Culture and Values

Our team operates on five core values:

• Public Service: We are committed to an effective, community-focused organization that passionately engages and serves our residents, property owners, businesses, and guests.
• Openness: We are open, transparent, complete, objective and respectful of opposing views with all Town officials and with the public in our decisions and actions.
• Leadership: We perform our work with commitment, passion, collaboration, fairness, honesty and courage to elevate our performance, the performance of our co-workers, and the character of our community.
• Integrity: We are professional, ethical, responsible and accountable in our decisions and actions.
• Stewardship: We are custodians and stewards of the Town’s financial, physical, environmental and natural resources on behalf of current and future generations.

Essential Functions:

• Management and recruitment of special event vendors and other contractual entities to ensure compliance with Town, County and State policies, as directed.
• Management, training, scheduling, responsibilities, tracking and overall coordination of volunteer personnel to include ensuring commitments are met.
• Assists with the preparation of CASE Committee packet materials, meeting minutes and other meeting preparation as needed.
• Attends CASE Committee meetings.
• Assists the Communications Manager with the development, publication and distribution of the special event public information materials, promotional flyers, posters, brochures, and social media.
• Administration of special event and sound permits and digital sign permits, including collection of appropriate fees, required approvals and signatures, insurance forms and follow up with applicant.
• Assists with development, planning, coordination, and implementation of a variety of community and signature special events to ensure compliance with safety protocols, permitting requirements and communication with internal departments and outside agencies is timely.
• Implementation of traffic plans to include street closures, personnel placement/workload, and pedestrian/vehicular signage locations in collaboration with Public Works, Mobility and Avon PD.
• Assists with implementation and tracking of in‑kind services for community, and signature events.
• Manages storage, maintenance, and accurate inventory of special events assets, materials, and supplies.
• Manages third‑party private and public Pavilion rentals; and, third‑party event producer contract administration, as needed.
• Assists with management of bar operations, staffing and cash management.
• Coordinates Pavilion facility reservations and accurately tracking and communicating with internal departments.
• Administers admission fee purchases and account balance.
• Maintains and updates the Town’s events calendar and special event webpages and calendar submission to external websites.
• Assists with development of reports and memorandum as needed in preparation for Council presentations.
• Creates requisitions and ensures all purchase orders are properly coded, routed and submitted to finance in a timely manner.
• Complies with all Town of Avon safety and health policies and procedures, including the use of protective equipment and clothing, to promote a safe work environment.

Other Duties and Functions:

• Prepares correspondence such as letters, press releases, and meeting agendas.
• Attends council and community meetings, as necessary.
• Performs other duties as assigned.

Qualifications

A bachelor’s degree in event management, economics, business or equivalent work experience is required. Work experience shall include four or more (4+) years progressive administrative or supervisory experience in special events or like work. Experience working for an all seasons resort municipality is a plus. Any equivalent combination of education and experience will be considered.
I understand the description of this job and the essential functions as given above. I also understand that not all the duties are described above and that I will perform those above and other related duties as directed by my supervisor.

Special Requirements:

The Town reserves the right to suspend or extend the posting deadline based on receipt of qualified candidates.

A background check and reference checks will be required prior to employment.

The Town of Avon is an Equal Opportunity Employer.

Application Deadline Date: 11/1/2026