TFT - Special Events Coordinator - Cultural Services Division

SPECIAL EVENTS COORDINATOR

This is a temporary full-time position, approximately 12 months with a possible extension if additional funding is provided.

Department: Community and Economic Development

Division: Cultural Services

Pay Grade: $26.95 - $39.08 Hourly

FLSA Status: Temporary Full-Time, Non-Exempt, Eligible for Benefits

The Special Events Coordinator oversees the City's event permitting process, supports community event organizers, and plans and executes City-produced events, ensuring coordination, compliance, and successful event operations. This position will oversee and support the City's special event permitting process, ensuring compliance and coordination with applicants. Provide ongoing guidance and assistance to community-led events, helping organizers navigate requirements and execute successful events.

Plan and execute City-produced events, and support third-party events as needed for special programs. The role emphasizes public safety, operational efficiency, and alignment with City policies and standards. This position receives directions from the Deputy Division Director.

• Oversee permitting and support for community-led events, festivals, and film productions on City property or impacting City infrastructure.
• Serve as primary contact for all city departments and external agencies involved in event coordination.
• Coordinate logistics, safety, and operational needs for third-party events in accordance with City policies.
• Review and process special events, special use, First Amendment, and film permit applications to ensure compliance with City, county, and state regulations.
• Review and process special event sponsorship applications to ensure compliance with City policy.
• Communicate and coordinate with external agencies, including UDOT, UTA, Weber-Morgan Health Department, and others, for event planning and permitting.
• Assist in developing and updating City policies related to special events, film production, and First Amendment activity.
• Maintain knowledge of laws, regulations, and ordinances related to road closures, alcohol service, mass gatherings, and risk management for permitted events.
• Provide excellent customer service to community event organizers, the public, and other City departments.
• Maintain accurate documentation, correspondence, and reports related to event permitting.
• Participate in safety and risk management activities; take action to reduce liability to the city.
• Attendance and punctuality are essential functions of this position. Employees will be required to work as part of a team and frequently meet in the office with co-workers, supervisors, and the public during regular business hours; employees will also be required to use on-site equipment.
• Employees will be required to attend meetings and events outside of regular business hours and must be available evenings and weekends.

• Oversee planning and execution of City-produced events, programs, and activities that positively showcase Ogden.
• Coordinate event logistics, safety, staffing, and on-site operations for City-produced events.
• Manage and implement safety and security plans for large-scale City events such as parades, concerts, and festivals.
• Serve as primary contact for City departments involved in City event coordination and support.
• Ensure City events serve a measurable economic development purpose.
• Develop and monitor economic output and performance metrics for City-produced events.
• Apply for DABS permits for alcohol service at City events.
• Manage the Downtown Banner Program and coordinate installation and deinstallation for community and City events.
• Collaborate with the Arts and Museums staff, as well as the Ogden Amphitheater, Dumke Arts Plaza, and Union Station staff, and other City venues on event coordination and execution.
• Provide coordinated venue and event support by managing logistics, assisting with on-site needs, and ensuring smooth execution of events from setup through completion.
• Maintain accurate documentation, correspondence, and reports related to City-produced events.
• Ensure compliance with safety and risk management procedures for City events and participate in relevant training and assessments.
• Perform other duties as assigned.

• Associate's degree in Event Planning, Public Administration, or a related field.
• Two (2) years of relevant work experience in event coordination or public service.
• Equivalent combinations of education and experience will be considered.

• Valid Utah driver's license or ability to obtain one within 180 days of hire.
• Completion of NIMS IS100 and IS700 within three months of hire.
• Department of Alcoholic Beverage Services (DABS) TIPS and SIPS Certification preferred.

Failure to obtain/maintain license and certificate as outlined above may result in termination from the position.

Knowledge of:

• Event permitting, public…