Festival Coordinator

Festival Coordinator (Project Manager)

City of Carmel, Indiana

About the Role

The City of Carmel is seeking a dynamic and highly organized Festival Coordinator to lead the planning, coordination, and execution of city-sponsored events and community initiatives. This role is instrumental in delivering exceptional festivals, ceremonies, and public programs that enhance Carmel’s vibrant community and high quality of life.

From concept to post-event evaluation, the Festival Coordinator oversees all aspects of event operations, supervises staff and volunteers, manages vendor and stakeholder relationships, and ensures compliance with city policies, safety standards, and budget requirements. This position also collaborates closely with the Marketing and Communications team to promote events and engage residents, businesses, and visitors.  Position reports to the Director of Marketing & Community Relations.

Key Responsibilities

Event Planning & Execution

• Lead the planning and delivery of city-wide festivals, cultural events, ceremonies, and community programs
• Develop detailed timelines, site plans, production schedules, and contingency plans
• Coordinate logistics including permits, staging, security, traffic control, accessibility, rentals, and on-site operations
• Serve as the on-site lead to ensure seamless execution and rapid problem-solving

Team Leadership & Collaboration

• Supervise event staff, seasonal employees, and volunteers
• Delegate tasks, monitor performance, and provide training and mentorship
• Collaborate across departments (e.g., Streets, Police, Fire) to ensure successful event delivery

Budgeting & Compliance

• Develop and manage event budgets, track expenses, and support sponsorship efforts
• Oversee permitting processes and ensure appropriate insurance coverage
• Prepare purchase orders, contracts, and service agreements in accordance with city policies

Community Engagement & Partnerships

• Serve as the primary liaison with community groups, nonprofits, sponsors, and partners
• Support sponsorship development and stewardship
• Respond to public inquiries related to city events

Marketing & Communications

• Partner with the Communications team to develop promotional strategies and outreach campaigns
• Contribute content for the city website, social media, and press releases

Evaluation & Continuous Improvement

• Conduct post-event evaluations and prepare reports on attendance, budget outcomes, and performance
• Use data and feedback to enhance future programming

Qualifications

Education & Experience

• Bachelor’s degree in Event Management, Public Administration, Hospitality, Communications, or a related field
• Minimum of five (5) years of progressively responsible experience in event planning or hospitality, including large-scale public events
• Prior supervisory or team leadership experience required
• Municipal or public sector experience preferred
• Valid Indiana driver’s license required

Knowledge, Skills & Abilities

• Strong project management and organizational skills with the ability to manage multiple priorities under tight deadlines
• Knowledge of event planning principles, vendor coordination, and contract management
• Ability to think critically, solve problems quickly, and make sound decisions under pressure
• Excellent interpersonal and communication skills with a customer-service mindset
• Ability to lead teams, foster collaboration, and build strong relationships across departments and the community
• Proficiency in Microsoft Office and other relevant software (e.g., design, social media, and content tools)
• Ability to analyze data and prepare reports to inform decision-making
• Ability to maintain confidentiality and exercise sound judgment

Work Environment & Requirements

• Work is performed in both office settings and outdoor venues in all seasons
• Requires availability for evenings and weekends
• Involves moderate physical activity, including lifting up to 50 pounds, standing/walking for extended periods, and event setup/teardown
• Must be able to operate a motor vehicle for work-related activities

Our Culture

Vision
Be the best-run, most desirable city in the nation.

Mission
Curate an environment where big dreams flourish, powered by a world-class setting that elevates quality of life.

Values

• Innovate Fearlessly – Embrace change and reach higher
• Lead with Heart – Serve with purpose, authenticity, and care
• Empower Together – Build bridges that unite and inspire

Additional Information

• May assist with major community events requiring cross-department participation
• Performs other related duties as assigned

Equal Opportunity Employer

The City of Carmel, Indiana is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable accommodations will be provided to qualified individuals with disabilities.