Special Events & Experience Supervisor

General Function

Special Events & Experience Supervisor plans, organizes, and executes citywide events while managing budgets, vendor relations, to create memorable and successful experiences. Key responsibilities include budgeting, coordinating staff and third-party vendors, overseeing event logistics, managing on-site execution, and conducting post-event evaluations. This role requires strong skills in project management, communication, organization, problem-solving, vendor relations, and volunteers.

City Manager or Designee

Special Events Assistants

• Plan, coordinate, and execute a wide range of City-sponsored events, programs, and community experiences — from small-scale gatherings to large festivals.
• Develop event concepts, timelines, budgets, and logistical plans ensuring alignment with City objectives and community engagement goals.
• Coordinate event permitting, vendor procurement, and contracts in compliance with City policies and procedures.
• Manage on-site event operations, including setup, execution, and breakdown, ensuring safety, quality, and professionalism.
• Oversee event staffing plans, including the assignment of City personnel, volunteers, and contracted service providers.
• Serve as the primary liaison between the event team and the City’s Communications Division to ensure consistent messaging, branding, and promotional materials.
• Provide timely event information, creative briefs, and visual assets to support the development of press releases, social media campaigns, and community outreach.
• Work closely with internal departments (Police, Public Works, Parks, IT, Fire, etc.) to coordinate logistics and ensure compliance with City requirements.
• Engage with community partners, sponsors, and vendors to foster cooperative relationships that enhance event quality and reach.
• Utilize project management software, scheduling tools, and digital platforms to track event logistics, budgets, and communication workflows.
• Maintain and update event calendars, registration systems, and digital forms for participant engagement and vendor management.
• Assist in the implementation of technology-driven experiences, such as mobile check-ins, event apps, digital signage, or live streaming components.
• Ensure all digital assets, such as vendor databases, sponsorship records, and post-event reports, are accurately maintained.
• Provide input to marketing and communications teams regarding key messaging, photography, video opportunities, and audience engagement strategies.
• Support the development of event promotional materials by providing relevant details, visuals, and success metrics.
• Gather and analyze public feedback to improve future events and enhance participant experience.
• Assist in the preparation and monitoring of event budgets, purchase orders, and invoices.
• Track expenses and sponsorship contributions to ensure fiscal accountability.
• Maintain records of contracts, permits, vendor agreements, and event documentation in accordance with City retention policies.
• Supervise assigned staff, contractors, or volunteers engaged in event setup, coordination, and community outreach.
• Provide training, mentorship, and guidance to event team members to maintain high standards of service delivery.
• Ensure all events comply with City ordinances, safety regulations, ADA requirements, and insurance standards.
• Coordinate with emergency services and risk management teams to develop contingency and safety plans.
• Monitor event operations for adherence to safety protocols and community standards.
• Performs other job-related duties as required by supervisor.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually…