Event Coordinator

Port Townsend Main Street is a 501c3 organization working to preserve, promote, and enhance the historic business districts. Working in four areas, organization, promotions, design, and economic vitality.

Position Summary:
The Event Coordinator is responsible for planning, coordinating, and executing Port Townsend Main Street events—over 20 annually, with a concentration in the summer months. This role manages event logistics, volunteer assignments, and event crew coordination, ensuring in-event sponsorship deliverables, vendor and merchant participation, and overall successful event delivery that aligns with the organization’s mission to foster vibrant historic business districts in Port Townsend. This position will report to the Marketing and Outreach Manager.

Key Responsibilities:

• Event Planning & Execution:
• Plan and coordinate event logistics for all Port Townsend Main Street events, including permits applications, venue bookings, equipment rental, and scheduling.
• Coordinate vendor participation, merchant participation, and in-event sponsor fulfillment for each event.
• Lead event setup and on-site coordination, and teardown.
• Support Marketing and Outreach Manager with promotion, budget tracking, payments, and invoices related to events.
• Volunteer & Event Crew Management:
• Schedule and coordinate volunteers and event staff/crew for event support in collaboration with other Main Street staff members.
• Maintain volunteer records and assignments.
• Act as primary point of contact for volunteer and crew communications before, during, and after events.
• Sponsorship & Participant Tracking:
• Support tracking merchant participation, vendor fees, and other event-related financials.
• Maintain accurate event documentation and reports.
• Communication & Outreach:
• Work collaboratively with Marketing and Outreach Manager to deliver timely event information to merchants, volunteers, sponsors, and community partners through a variety of channels.
• Work collaboratively with team to promote events and maximize community engagement.
• Engage key stakeholders and merchants in active participation, communication, and impact for events.
• Assist with community liaison coordination (e.g., Police Community Liaison for permits and event safety).
• Reporting & Administration:
• Provide post-event reports and evaluations, including volunteer hours, attendance, budget summaries, and lessons learned.
• Assist with expense/grant tracking and reporting related to events.
• Other Duties:
• Attend monthly Promotions Committee meeting and take notes; attend other meetings as relevant to event planning and strategy.
• Assist with other organizational administrative duties as assigned.

Work Environment & Schedule:

• In-office and mandatory presence at events (some evenings/weekends).
• Average 20 hours per week, with flexibility to potentially scale hours as needed during peak event season (May–September).
• Schedule coordinated with Marketing and Outreach Manager (& Executive Director).
• Benefits: Vacation and Sick Time accrual plus PTO for company observed holidays.

Education & Experience

· High school diploma required.

· 1–3 years of experience in event coordination, marketing, or community engagement.

· Experience working with vendors, sponsors, or community partners preferred.

· Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field (or equivalent experience) preferred.

Skills & Competencies

· Passionate about community experiences and building connections.

· Strong organizational and time management skills; able to manage multiple projects and deadlines.

· Excellent verbal and written communication skills.

· Strong attention to detail and problem solver.

· Ability to work collaboratively within a team.

· Passionate about community experiences and building connections.

· Ability to lift up to 25 pounds and stand for long periods during events.

· Willingness to work evenings, weekends, and holidays as required by event schedules.

· Must have reliable transportation and a valid driver’s license.

Interested candidates should submit cover letter and resume to marketing@ptmainstreet.org.

Job will remain open until filled. Position start date January 2026.

Job Type: Part-time

Pay: $25.00 - $27.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Paid time off

Experience:

• Event Coordinating : 1 year (Required)

Location:

• Port Townsend, WA 98368 (Preferred)

Work Location: In person

Salary : $25 - $27