Festivals and Events Manager II

Job Summary

In conjunction with festival and event leadership, develops engaging festival experiences and unique concepts that enhance and further develop the special events and festivals division of the Convention and Visitors Bureau (CVB). Produces comprehensive, documented plans, schedules, and event layouts for each project. Continuously strives to produce high quality, fun activities and event visual elements including production items, décor, displays, and signage to advance the overall guest experience and festivals and events brand identity.

Essential Functions

1. Supports the festival leadership in the development, planning, preparation and execution of Main Street Fest, GrapeFest®, Christmas Capital of Texas, and the CVB's annual events. Develops appropriate layouts, set up and tear down schedules, and production and operational plans. Supports the festivals and events team in producing festivals, special events and community promotion programs. 2. Manages on-site operations and production, including but not limited to, all equipment vendors, entertainment and production vendors and talent, festival admissions and gates, safety and security contractors, janitorial services, transportation, and other contracted staff and volunteers who provide operational support. 3. Plays a major role in the development of festival and event experiences from concept to execution. Develops cohesive event plans then sources all elements that bring the festival to life. 4. Collaborates and coordinates with the CVB Marketing team to design and develop festival signage, merchandise, and other key visual elements. 5. Streamlines the planning processes and documents. If applicable, researches and secures updated software that improves the team's efficiency. 6. Supports festival leadership and the Vice Chair(s) of festival steering committees. Provides updates to the committee on operational and production elements. Coordinates with Vice Chairs, Captains and on-site committee members and volunteers on schedules and tasks. 7. Researches and provides input to enhance festival aesthetics, activities and programs while working in conjunction with the festival team with the goal of providing festival attendees with an improved experience. 8. Coordinates with City Departments on all essential setup, operational, and utility needs. 9. 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. 10. In conjunction with CVB staff and festivals team members, 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. 11. Coordinates with festival team members and committee Vice Chairs on sourcing festival and event equipment for all festival operations including but not limited to fencing, tents, tables, restrooms, décor, photo opportunities, and food and beverage-related equipment. 12. Coordinates with the festivals and events team for the vendor selection process and ensures all operational needs are available on site. 13. Leads festivals team in providing an appropriate inventory of festival storage facilities and ensures CVB festival and event equipment remains functional and up to standard. 14. Develops and maintains positive relationship with key city departments involved in the execution of festivals and events. 15. Develops and maintains strong volunteer base, especially corporate group volunteers. 16. Monitors adherence to the established budget for each festival & event. 17. Effectively manages time and resources to meet multiple project deadlines. 18. Ensures services are provided in a cost-effective, timely, and professional manner. 19. Performs related duties as assigned by festival leadership. 20. Regular and timely attendance are required for this position. 21. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

Required Skills

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.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

Bachelors degree, preferably tourism related, plus three years of event planning experience in a festival environment, or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.

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 database management with the ability to maintain accurate records and statistics.

Ideal candidate will possess artistic qualities that will allow candidate to analyze the festival grounds and visually conceptualize and sketch renderings of possible new elements. Elements could be although are not limited to: Theming experiences, festival signage, etc.

Knowledge of Texas Wine Industry and wineries is a plus.

Knowledge of office and business procedures, city policies, rules and regulations, applied health and alcohol laws and regulations preferred.

Must have strong customer service skills and excellent hospitality skills, ability to work any day of the week (weekends and weekdays), long hours and stand for extended periods of time.

Must have a valid Texas driver's license with an acceptable driving record as defined by City policy. Must pass a Federal/National criminal background check and credit check.

Must pass a pre-employment basic physical, drug screen, and functional assessment screening (Level 1).

WORKING CONDITIONS

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors; however, there will be some exposure to:

• Bright/dim light
• Dusts and pollen
• Extreme heat and/or cold
• Wet or humid conditions
• Extreme noise levels
• Animals/wildlife
• Vibration
• Fumes and/or noxious odors
• Traffic
• Other extreme hazards not listed above

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations maybe be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires some moderate physical labor, which requires strength and agility.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.

Regular full-time employees are assigned to work at least 40 hours per week, and are eligible for the City's benefit package, subject to the conditions and limitations of each program. The City of Grapevine offers a generous and comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, life insurance. Please click HERE to view more information.