Events and Volunteer Manager - Visit Grapevine
Job Summary
In conjunction with Festivals Leadership, this position is responsible for the overall prospecting, securing, development, planning, promotion and coordination of events and activations at Peace Plaza, Grapevine Main, Town Square Gazebo, and Liberty Park Plaza along with developing of community partnerships to host seasonal events at these locations. This position also initiates volunteer recruitment through engaging and organizing individuals, civic and service groups, companies, corporations and non-profits to provide volunteer support for all festivals and events of the Grapevine Convention and Visitor’s Bureau (CVB). This position engages volunteers in the benefits of community involvement through participation in CVB produced festivals, event, and heritage attractions.
Essential Functions
1. In conjunction with Festival and Events Leadership, solicits, develops and organizes Farmers & Artisans Markets, Christmas Markets, GV Main Live, special promotions and events at Peace Plaza, Liberty Park Plaza and Town Square Gazebo. Coordinates with the CVB festivals and events team, and marketing and communications teams in developing concepts, themes, documented event plans, and the execution and promotion of the activities being held at CVB-managed venues mentioned previously.
2. Coordinates, schedules, and trains volunteers to support the production and staffing of Main Street Fest, GrapeFest®, Christmas Capital of Texas, North Pole Express, Nash Farm events, New Vintage Wineries & Galleries Trail, Butterfly Flutterby, and other CVB-produced events. Additionally, works with the CVB festivals and events team to determine on site volunteer and staffing needs for set up, event hours, and tear down, and books and schedules accordingly.
3. Collaborates and continuously communicates with the teams at Historic Downtown Grapevine Association (HDGA), the City’s Parks & Recreation Department, and Harvest Hall to produce activations for Peace Plaza, Townsquare Gazebo, and Liberty Park Plaza. Provides updates to and seeks approval from CVB leadership for festivals, events, and special promotions. Coordinates with the festivals and events team to support the production of each event as needed.
4. Manages and improves the Grapevine Farmers Market, European-style Market and Christmas Market programs at Town Square Gazebo.
5. Collaborates with the Festivals & Events Leadership, Garden Club, and other partnering entities to plan, produce, and improve the annual Butterfly Flutterby event hosted at the Botanical Gardens. Coordinates with festivals and events team to support the event preparations and production as needed.
6. Coordinates with executive management to develop and adhere to appropriate budgets. Operates within budget guidelines; effectively manages time and resources to meet multiple project deadlines.
7. Responsible for receiving all inquiries of potential partners for relevant plazas and venues. If contacted about private events, connects client with the CVB convention team to continue successful production of private event at CVB-owned venues.
8. Maintains accurate and updated databases and reports for vendors, event promoters, volunteers and community groups as assigned. Works with promoters, vendors, volunteers, community groups and other City departments. Maintains database for tracking and scheduling of volunteers and volunteer opportunities; Coordinates scheduling of all volunteers for various events. Helps lead volunteer orientation program for all festivals and events.
9. Communicates time-sensitive information to CVB festivals and events team and marketing and communications team prior to each event to ensure information on the website, Fast Facts, and internal planning documents are up-to-date and accurate.
10. Handles event and supply-related questions from promoters, vendors, suppliers, citizens, visitors and fellow employees in a courteous and efficient manner whether by phone, e-mail or in person.
11. Develops program and visual presentations that promote volunteer-solicitation, recruitment, retention, and recognition to include volunteer position descriptions, membership packets, job descriptions and training. Continuously seeks opportunities to present program to corporations, organizations, and committees.
12. Recruits, allocates, schedules, trains, communicates and directs volunteers for all CVB departments by soliciting to local, social, educational, civic, service, company and corporate organizations. Coordinates volunteer orientations and trainings with partnering entities and produces agendas, scripts, and presentations.
13. Responds to all volunteer inquiries. Develops and administers policies and procedures for a safe work program for volunteers. Researches and learns volunteer online programs. Plans and prepares for volunteer orientations and trainings.
14. Attends civic, service, and other organization’s meetings as needed to represent the CVB and promotes festivals and events programs, recruits/retains volunteers and fosters relationships with Grapevine and surrounding communities.
15. Acts as the Liaison to the Wine Pouring Society (WPS) and coordinates with WPS staff to produce meetings and events and schedules and books staffing opportunities with all CVB partnering entities. Ensures WPS members are preparing and supplying needs for event meetings, socials, and gatherings. Updates and submits WPS reports to CVB on a monthly basis, receives approvals on bookings and budgeted items from CVB Leadership, and processes payments.
16. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
17. Develops and maintains positive relationships with key City departments involved in the execution of various events.
18. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
19. Regular and timely attendance are required for this position.
20. Understands and operates within the local government arena and the political climate.
SKILLS, KNOWLEDGE AND ABILITIES
•Must have exceptional verbal and written communication skills, including strong public speaking skills and presence.
•Must have demonstrated knowledge of events, programming production, including logistics, operational planning and organization.
•Must be self-reliant, good problem solver, results-oriented with strong attention to detail.
•Must be proficient in current computer programs including Microsoft Word and Excel and skilled in the operation of computers and familiarity with CRM/CMS platforms to perform data entry, database management and maintain inventory, accurate records and statistics.
•Audio/Visual skills are preferred.
•Must have good knowledge of budget management practices.
•Knowledge of office and business procedures, City policies, rules and regulations, applied health and alcohol laws and regulations.
•Ability to organize and coordinate all sizes of groups and diverse types of events, enforce policies and procedures, make mature judgements, have regular and punctual attendance, work irregular hours and schedules.
•Ability to physically participate in the set up and tear down of festivals and events.
•Ability to manage multiple tasks simultaneously.
•Ability to work with others in a tactful, clear and concise manner.
•Working on site at events will be a significant part of this position. Flexibility to work weekends, extended and irregular hours.
•Must have a positive and encouraging attitude, approachable mannerisms, calm demeanor in emergencies, an acute attention to detail, and ability to adapt easily to change will further ensure success in this position.