Special Events Coordinator

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Department:Recreation

Reports to:

Recreation Manager

The Special Events Coordinator is responsible for planning, organizing, coordinating and executing a wide variety of recreational and community special event programs. This position oversees event logistics and operations while ensuring events are high quality, effective, cost efficient, and meeting the needs of the Belleair community. The Special Events Coordinator will seek out and develop partnership opportunities with a variety of businesses, community members and organizations to increase community involvement through sponsor ships and charitable donations.

The position requires strong organization, communication, customer service and project coordination skills, as well as the ability to manage multiple responsibilities in a fast-paced environment. The position works in collaboration with Recreation Department staff across all activities, athletics, special events and community programs to promote a unified team. Must be able to work a flexible schedule including evenings, weekends, holidays and other variable hours as necessary to support special events, programs and activities.

• Responsible for all aspects of special events coordination including budgeting, sponsor ships, donations, outside vendor contracts, revenue collection, organization, booking entertainment, venues, VIP, and creating successful special events
• Organize and successfully implement numerous special events each year, including but not limited to;
  Back-to-School Drive, Halloween Skeleton Trail, Halloween Bash, Wiffle Ball Tournaments, Pickleball Tournaments, Adopt-a-family, Holiday Parade and Party, Gift Delivery, Community Wide Garage Sale, Belleair Sunset 5K & Fun Run, Spring fest & Arbor Day celebration, Summer Kick-off Sip & Slide and miscellaneous community outreach programs
• Develop, organize and present innovative ideas for new special events to encourage community engagement
• Prepare detailed event budget and monitor throughout the planning and execution process; provide periodic progress reports to the Recreation Supervisor and Recreation Manager
• Maintain accountability for event finances, including check requests, invoicing, revenue collection, financial tracking and post-event reporting
• Coordinate, organize and run a special events volunteer team, Youth Advisory Council and regular staff responsibilities
• Assist in the preparation of written reports and presentations
• Seek and develop strategic partnership opportunities with local schools, non-profit organizations, civic groups, and other government agencies to expand community engagement
• Coordinate fundraising initiatives, sponsor ships, donations and public relations for events and programs
• Identify external sources of funding, secure funding through participation in application development and approval processes
• Ensure special events and recreational programs comply with applicable local, state, and federal codes, regulations, policies, and safety requirements.
• Work in conjunction with the Communications Manager to promote recreational special events and programs, including preparing and presenting brochures, newsletters, social media, digital communication and related material as required
• Prepare, process and maintain event contracts, vendor agreements and related event operations
• Work with Recreation Manager and Supervisor in long-range planning, event development, event calendars and priorities for special events
• Work in collaboration with Recreation staff across all activities, athletics, special events and community programs to promote consistent service delivery and a unified team
• Support and work the front reception desk administrative duties, including registering participants, collecting fees and membership dues, keeping accurate program and participant records, and preparing related reports
• Respond to inquiries and greet the public in a courteous, professional, helpful, and tactful manner, both in person and on the telephone
• Demonstrate thorough knowledge of, and adheres to all, established Recreation Department and Town policies and procedures
• Perform additional duties and responsibilities as assigned in support of Recreation Department operations, programs and…