Festivals & Events Manager I - Visit Grapevine
Job Summary
Develops themes, creates documented event plans and manages event operations. Helps oversee event operations to further develop the festivals division of the Convention and Visitors Bureau (CVB). Provides continued input toward improving the festival and event activities, appearance and total guest experience.
Essential Functions
1. Manages the development, planning, preparation, and execution of events and coordinates with management to assist in the development of appropriate budgets, operational layouts and operational needs for major festivals.
2. Oversee activities of the Grapevine Market.
3. Interacts with marketing team to ensure appropriate information is communicated to meet marketing and public relations branding, messaging and timelines.
4. Oversees the vendor process from application through selection and final notification. Works with vendor chair to ensure on-going communication with vendors and coordinates with management regarding operational needs.
5. Completes all follow-up reports and activities appropriate for each assigned festival or event.
6. Researches and provides input to the festival team to enhance festival aesthetics, activities and programs.
7. Supports Sister City representative to ensure a successful interaction for our Sister City delegates as it applies to festivals and events.
8. Handles festival related questions from vendors, suppliers, citizens, visitors, and fellow employees in a courteous and efficient manner whether by phone, e-mail, or in person.
9. Maintains accurate databases and backup files for festivals and events. Documents all process and timelines relative to assigned festival or event. Assists in maintaining events calendar and prepares related documentation as required.
10. Reviews and develops festival information for the web site.
11. Develops and maintains positive relationship with key city departments involved in the execution of festivals and events.
12. Develops and maintains strong volunteer base, especially corporate group volunteers.
13. Operates within the guidelines of each event’s budget.
14. Effectively manages time and resources to meet multiple project deadlines.
15. Ensures successful execution of festivals and events through development, planning, documenting of processes, vendor management, volunteer coordination, coordination of steering committees and other applicable meetings.
16. Ensures services are provided in a cost-effective, timely, and professional manner. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
17. Regular and timely attendance are required for this position.
18. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
SKILLS, KNOWLEDGE AND ABILITIES
•Ability to ensure that festivals, programs, special events and methods are consistent with City goals and objectives.
•Ability to ensure that materials and documentation accurately represent Grapevine facilities and services available.
•Ability to ensure administrative functions relating to budget preparation, and record maintenance are timely and accurate.
•Ability to organize and coordinate all sizes of groups and diverse types of events, enforce policies and procedures, make mature judgments, have regular and punctual attendance, work irregular hours and schedules.
•Must have excellent written and verbal communication skills.
•Must have outstanding organizational skills.
•Must develop a complete working knowledge of Grapevine, including all of its attractions and amenities.
•Must have the ability to manage and lead large scale projects and teams of employees/volunteers.
•Must have the ability to see a project from beginning stages through to fruition.
•Must have strong financial and budgeting skills.
•Must have strong negotiation and contracting skills.
•Must have excellent communication skills and a demonstrated ability to be a team player and work well in a fast-paced environment under tight deadlines.
•Must be proficient in Microsoft Word and Excel and skilled in the operation of computers and performing data entry as well as data base management with the ability to maintain accurate records and statistics.
•Knowledge of office and business procedures, city policies, rules and regulations, applied health and alcohol laws and regulations.
•Must have willingness to physically participate in the set up and tear down of festivals and events.