Duties:Under the supervision of the PPD Events Supervisor/Manager,the Community Events Coordinator is responsible for:

• Event Planning:
  • Collaborate with park district staff, community groups, and stakeholders to conceptualize and plan a diverse range of community events.
  • Develop comprehensive event plans, including timelines, budgets, and logistics, to ensure successful execution of each event.
  • Research and secure necessary permits, licenses, and permissions for events held in park district facilities and public spaces.
• Rentals Management:
  • Serve as a primary contact for event and park rentals, overseeing inquiries, bookings, contracts, and payments for park district facilities and equipment.
  • Coordinate rental agreements, including scheduling, pricing, and inventory management, while adhering to park district policies and procedures.
  • Maintain accurate records of rental bookings, payments, and communication with clients.
• Logistics Coordination:
  • Assist with the management of event logistics, including setup, tear-down, and on-site operations, to ensure smooth execution of events.
  • Coordinate with vendors, suppliers, and contractors to secure necessary services, equipment, and supplies for events.
  • Oversee signage, and other logistical elements to enhance the attendee experience.
• On-Site Event Support:
  • Provide on-site support during community events and festivals, that would include physical labor related to event needs
  • Serve as a point of contact for event staff, volunteers, vendors, and performers, ensuring effective communication and coordination.
  • Address any on-site logistical or operational issues promptly and professionally.
• Social Media Management:
  • Develop and implement strategies to promote park district events, engage with the community, and drive attendance on the Department’s social media page(s).
  • Create compelling content for social media platforms, including Facebook, Twitter, Instagram, to increase event visibility and participation.
  • Work with internal Marketing department on implementation and management of assigned social media platforms to include attending weekly social media meetings.
• Administrative Duties:
  • Assist with administrative tasks related to event planning and coordination, including weekly deposits, vendor contracts, and documentation.
  • Maintain accurate records of event-related expenses, revenues, and participant data to include surveys
  • Prepare event-related materials, such as agendas, signage, promotional materials, and attendee lists.
• Develop and maintain good working relationships among staff members, the public, and other Park District employees.
• Follow all safety procedures that pertain to the duties performed.
• Support all aspects of the Park District’s safety program.
• Perform all other duties as assigned.

Essential Functions: The work requires physical exertion in handling supplies, equipment, and materials relative to the event content. Bending and stooping, and ability to lift and carry up to 50 pounds may be required on a regular basis. The events can involve everyday risks which require normal safety precautions typical of the recreation industry. The indoor work environment is adequately lighted, heated, and ventilated.

Education- Four-year degree in Parks/Recreation & Tourism, Event Management, Marketing, Hospitality, Communications or related field preferred. Although a degree is preferred, extensive experience in a like position with similar duties and responsibilities may be substituted for all or part of the educational requirement.

Experience 2 years’ experience in event planning, rentals management, logistics coordination, on-site event support, social media management, and/or administrative tasks.

Knowledge and Ability

• Knowledge of a sound community event and the ability to interpret that philosophy to staff and the public.
• Ability to work cooperatively with representatives of community, public and private groups and organizations; relate community interests to events; and effectively communicate in speaking and writing.
• Ability to be professional, respectful, accountable, innovative, to follow safety procedures, and be equitable to both internal and external customers.
• Strong organizational skills with the ability to manage multiple projects simultaneously and meet deadlines.
• Excellent interpersonal and communication skills, with a customer-focused approach. Proficiency in Microsoft Office Suite and social media platforms.
• Flexibility to work evenings, weekends, and holidays as required by event schedules.