Historic Shaw Art Fair Event Coordinator

Overview

Historic Shaw Art Fair Event Coordinator

Position Overview
The Shaw Neighborhood Improvement Association (SNIA) seeks an experienced event planner to coordinate and manage the Historic Shaw Art Fair, one of St. Louis’ premier neighborhood arts festivals. This position is responsible for overseeing the planning, coordination, and successful execution of the annual event in partnership with the SNIA Board, volunteers, sponsors, artists, and neighborhood stakeholders.

The Event Coordinator will play a central role in maintaining the long-standing quality and reputation of the Shaw Art Fair while ensuring efficient event operations, strong community engagement, and long-term financial sustainability of the event.

During an initial transition period, the contractor will work alongside the current Art Fair Event Coordinator to gain familiarity with event operations and institutional knowledge, with the expectation of assuming primary responsibility for the event in future years.

This role is structured as an independent contractor engagement.

Primary Responsibilities
The Event Coordinator is responsible for coordinating all major aspects of the Historic Shaw Art Fair including event planning, artist and vendor coordination, volunteer management, logistics, permits, and operational execution. The role includes developing and managing the annual event planning timeline, coordinating event layout and site logistics, and ensuring compliance with all required city permits and safety regulations.

The Event Coordinator will serve as a primary point of contact for participating artists, vendors, sponsors, and community partners. The role also involves coordinating with SNIA leadership on budget tracking, vendor agreements, and overall event administration.

In collaboration with SNIA committees and volunteers, the coordinator will recruit and organize volunteers, coordinate event-day staffing, and ensure that all operational elements of the Art Fair are executed successfully.

The Event Coordinator will also assist with promotion and communication related to the Art Fair, helping to maintain strong relationships with artists, sponsors, and the broader community.

Grant Writing and Funding Development
The Event Coordinator will assist SNIA with identifying and pursuing grant opportunities that support the Historic Shaw Art Fair and related arts programming. This may include researching funding opportunities, preparing grant applications, and coordinating required materials and documentation. The contractor may work with SNIA leadership to pursue grants from organizations such as the Regional Arts Commission and other arts, cultural, or community funding sources. Responsibilities may also include assisting with grant reporting requirements and maintaining documentation necessary to support future funding opportunities.

Qualifications
The ideal candidate will have demonstrated experience in event planning, festival management, nonprofit events, or hospitality event coordination. Strong organizational, communication, and project management skills are essential. The role requires the ability to manage multiple priorities, coordinate volunteers, and work collaboratively with a wide range of stakeholders.

Experience coordinating large public events, managing vendors or artists, and working with volunteers or community organizations is highly desirable. Experience with grant writing, arts funding, or nonprofit fundraising is also beneficial.

Education and Experience
A bachelor’s degree in hospitality management, nonprofit management, marketing, arts administration, or a related field is preferred. Equivalent professional experience may substitute for formal education. Candidates should have at least two to three years of relevant event planning or festival coordination experience.

Work Requirements
This role requires flexibility to work evenings and weekends when necessary. The contractor must be available during the Shaw Art Fair weekend and during key planning periods leading up to the event. Event setup and operations may require extended periods of standing and walking.

Compensation and Contract Structure
The position will begin as an independent contractor engagement.

2026 Compensation (Training and Transition Period)
In 2026, the role will function as a training and transition period with compensation of up to $10,000. Payment will be prorated and contingent upon satisfactory performance and completion of agreed-upon milestones as determined by the SNIA Board or its designee.

The total stipend amount will be earned incrementally over the course of the engagement based on demonstrated progress in training, participation in planning activities, and fulfillment of key responsibilities. SNIA reserves the right to prorate or withhold any unpaid portion of the stipend based on performance and work completed.

2027 Compensation
In 2027, the role will continue in a training capacity with a 35%/65% payment arrangement, with the current event coordinator receiving 35% of the annual salary of $44,000 and the contractor receiving 65%.

2028 and Beyond
Beginning in 2028, the role is expected to transition into full leadership of the Shaw Art Fair with anticipated annual compensation of at least $44,000, subject to Board approval and available funding.

Independent Contractor Status
This position is a 1099 independent contractor engagement. The contractor will not be considered an employee of SNIA and will be responsible for their own taxes, insurance, and business expenses in accordance with applicable regulations.

Addendum A: 2026 Compensation Milestone Schedule

Milestone

Description

Timing / Deliverable

Amount

Onboarding & Orientation

Completion of onboarding, transition meetings with current Director, and review of prior-year materials

On or before May 15, 2026

$1,500

Planning Participation

Active participation in planning meetings, vendor/artist coordination exposure, and demonstrated understanding of event timeline and logistics

On or before July 15, 2026

$3,000

Pre-Event Execution Support

Direct involvement in final event preparation, logistics coordination, volunteer planning, and readiness for event execution

On or before September 15, 2026

$3,000

Event Weekend Execution

Successful participation in Shaw Art Fair setup, execution, and on-site coordination

Within 5 business days following event completion (anticipated October 2026)

$1,500

Post-Event Wrap-Up & Evaluation

Completion of post-event reconciliation, documentation, debrief participation, and transition readiness assessment

On or before November 15, 2026

$1,000

Total Potential Compensation for 2026: Up to $10,000

Payment amounts are tied to the satisfactory completion of each milestone, as determined by the SNIA Board or its designee. SNIA reserves the right to adjust, delay, or withhold payment if performance expectations are not met or if milestones are not completed.

Work Location: In person

Salary : $44,000