POSITION TITLE: EVENTS COORDINATOR (PT)
Reports to: Operations & Marketing Manager

Chamber events background
As a way to bring visitors into Ogunquit during the shoulder seasons, the Ogunquit Chamber hosts four community-wide events: Splash into Spring (mid-April), Bonaire (mid-June), OgunquitFest (late October) and Christmas by the Sea (mid-December). These weekends include Chamber-run events, as well as promotion of events run by members as part of the overall weekend theme. Creative brainstorming of the event details is managed by the full Chamber staff, supported by a volunteer events committee; specific planning, execution, promotion, and follow-up is managed by the Chamber staff.

Job description
GENERAL SUMMARY:
Our events coordinator is primarily responsible for the execution of these four community events, with support from the rest of the Chamber staff. In general, s/he oversees planning, organizing, managing, and coordinating various types of events. The successful events coordinator should be an outstanding communicator and problem solver, with an innate talent for attention to detail and vendor management. This is a part-time position, with various hours each week (5-40+), depending on the time of year and proximity to event dates.

ESSENTIAL JOB FUNCTIONS:
PRE-EVENT PLANNING
- Attend monthly event committee meetings.
- Brainstorm with Chamber staff and events committee to finalize weekend event activities.
- Confirm all details with rest of Chamber staff in order to confirm that printed and digital promotional materials include all necessary participants, details, and appropriate sponsor acknowledgement.
- Coordinate planning with vendors, staff and volunteers at each event venue prior to the event.
- Maintain a list of volunteers, their hours, and scheduled participation for each event.
- Order all necessary supplies and ensure they are ordered and available on a timely basis.
- Meet with town officials and Chamber staff to ensure that all are fully informed as to details of weekend events and that all public safety issues have been fully discussed and resolved before the event.
- In conjunction with marketing manager, prepare promotional signage and distribute throughout town.
- Anticipate and prepare for day-of-event financial needs (e.g., change bags, vendor payments).
- Work within the allocated budget to maximize revenue and streamline expenses.

EVENT EXECUTION
- Manage multiple events in person on the day/night of each activity during the weekend, with support from other Chamber staff. This includes organizing vendor/participant set-up and/or preparation, making sure that volunteers know their roles and are ready to safely work, resolving last-minute challenges, and ensuring a smoothly run event for guests and participants.
- Assist with clean-up, storage, breakdown, and inventory after event is over.

POST-EVENT FOLLOW-UP
- Prepare a brief report after the event weekends with an analysis and recommendations for future events, and attend the post-event committee to brainstorm ideas for improvement for subsequent events.

COMMUNICATION
- Promotes a member and guest-centered culture and attitude among Chamber team members, town officials and other important constituents.
- Is a creative thinker and offers solutions, always supporting the mission of the Chamber.
- Interacts harmoniously and effectively with others, focusing upon the attainment of Chamber goals through a commitment to teamwork.

SKILLS/EXPERIENCE REQUIREMENTS:
- Associates degree or equivalent or four years’ relevant experience in hospitality, public relations or relevant field
- Previous experience in event coordination
- Proficiency in Microsoft Office
- Ability to think creatively and take initiative
- Strong organizational & communication skills and demonstrated ability to complete projects by deadline
- Problem solving & multi-tasking abilities
- Ability to work a flexible schedule to accommodate evening and weekend events as needed
- Ability to handle stress and remain calm
- Ability to work collaboratively with others of diverse backgrounds, opinions, and needs in a positive manner.

WORKING CONDITIONS:
- Conforms to acceptable punctuality/attendance/professionalism standards as expressed in the Employee Policy & Procedure Handbook.
- Physical surroundings are generally pleasant and comfortable with minimal exposure to injury or hazards.
- Moderate reaching, walking, sitting, and standing required.
- Must be able to lift up to 50 pounds.

PAY RANGE: Hourly, commensurate with experience.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Interested applicants: Please email cover letter & resume to alice@ogunquit.org.