Special Events Manager

Description

Develops, implements, and supervises cost-effective community-wide special events within the Board-approved budget. Provides leadership, professional expertise, and direction in the planning and execution of high-quality events and functions. Develops and/or maintains highly professional standards and procedures for production of events in keeping with the image and reputation of the ACC. Builds enduring relationships, resources, and a general understanding for the sustainability of future signature events.

Serves as a liaison to community groups and oversees all third-party events taking place on ACC property or within ACC facilities.

• Responsible for researching, designing, planning, coordinating, and evaluating cost-effective community-wide special events.
• Ensures the quality of the events through training employees and/or volunteers, contracted staff, and monitoring of facilities.
• Identifies and facilitates discussion and decisions about issues affecting special events. Ensures that the ACC and community stakeholders are the priority and are reflected in planning and presentation of events.
• Works to promote events through proactive marketing and presentation to the public. Collaborates with other departments to ensure positive public relations, including ensuring that the website and all event material contain accurate and up-to-date information.
• Cultivates creative ideas, defines audiences to achieve objectives, and develops events that promote community and family, as well as provide lasting memories for residents.
• Prepares and manages within the fiscal budget. Develops sponsorship opportunities for fiscal support to programs and events. Generally, will operate within a Board-approved budget.
• Prepares and analyzes reports and public surveys relating to events, attendance, evaluation, interests, etc., and adjusts future events, as needed.
• Works closely with Human Resources to ensure event slots are filled and adequately staffed.
• Creates timelines, priorities, manages and meets deadlines, and provides positive results while under pressure and within budget.
• Identifies and participates in discussion and decision making about strategies, opportunities, potential conflicts, and other issues related to the successful production of events.
• Prepares event analysis, accesses opportunities, and makes recommendations for improving service to internal and external constituencies, and implements those improvements as appropriate.
• Prepares and schedules, post events after action reviews, and provide analysis of recommendations for future actions and improvements.
• Responsible for purchasing, invoicing, and the oversight of supplies and equipment and managing the inventory of event equipment and resources.
• Negotiates, supervises, manages contracts with vendors and outside groups, and manages compliance requirements. Supervises various contract services within organizational guidelines.
• Prepares, submits, and complies with all permitting documents to Maricopa County if needed. Works to ensure departmental and organizational goals and objectives are fulfilled.
• Coordinates scope of work within ACC departments for all signature events.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and possess good reasoning skills.
• Performs the work of those supervised as necessary.
• Regular, dependable attendance and punctuality are essential functions of this position.
• Additional responsibilities may be assigned to effectively oversee and execute Special Events.

• Manages third-party organizer compliance relating to insurance, permits and liquor licenses.
• Serves as main point of contact to third-party event organizers for facility rentals; screens all requests and makes recommendations as appropriate, screens for usage and parking lot conflicts (if applicable).
• Ensures integrity of facility intended usage; work with Community Center staff to coordinate rentals vs. events.
• Coordinates all internal and external communications for third-party event rentals; ensure all logistical details are well thought out and…