Trinity Collaborative is seeking a high-energy, detail-oriented Events and Programs Manager to join our dynamic team that produces Mayfest. Strong candidates will have 5 or more years of experience in live event production and a strong understanding of experiential marketing and degree in management, communication, marketing, finance or related work experience.

This position is responsible for overseeing the operational planning, implementation, and management of events and programs, researching and procuring various vendors, and managing volunteers. Our largest event is Mayfest which will celebrate its 51st year in 2023.

Please note this is a year-round, flex-time salaried position. We offer a hybrid of scheduled office hours and remote work opportunity. Office hours vary during different times of the year and increase leading up to our largest event, a four-day outdoor festival, which takes place in May. This part-time position does not offer insurance benefits. Some weekends required.

Reports to: Executive Director

Qualifications:

• • Degree in management, communication, marketing, finance or related work experience
  • 5+ years of relevant experience in live event production and understanding of experiential marketing
  • Thorough understanding of all facets of festival and event production, brand marketing strategy and the ability to find creative and unique solutions
  • Possess superior organizational skills and the ability to prioritize, problem solve and multitask
  • Strong negotiation and project management skills
  • Be self-motivated and able to work effectively both independently and with a team
  • A demonstrated ability to work well with diverse, creative personalities
  • Possess strong interpersonal and relationship-building skills
  • Excellent written and verbal communication skills
  • A demonstrated ability to work well in high-stress situations
  • Exhibit keen attention to detail, including follow-through and follow-up
  • Strong computer skills in Microsoft Office, especially Excel and database software
  • A valid driver's license, reliable vehicle, and a clean driving record
  • Must be able to work after hours and on weekends when required, sit, stand, and lift for extended periods of time
  • Ability to work outdoors in a variety of weather conditions for extended periods of time is required

Responsibilities:

• Oversee the events and programs offered by the agency using sound planning and project management skills to ensure success delivery
• Assist in the development and vetting of new programming and events, including conducting research and preparing proposals for consideration by the Board of Directors
• Oversee event set-up and strike of all assigned special events, managing the load-in and load-out processes
• Updating all stakeholders on venue planning, programming schedules, and logistical needs
• Primary responsibilities for the Mayfest festival include, but ae not limited to:
  • Planning the festival infrastructure and equipment needs inventory, tracking and maintaining counts of all items being delivered and distributed including but not limited to trailers, phones, hotspots, radios, credit card machines, etc.
  • Collaboratively design layout of event venue and vendor spaces, including identifying signage, equipment, tents and furniture rental needs
  • Establishing a timeline to plan and conduct set-up and tear-down, procure and provide installations of services (sound, Wi-Fi, etc.) and strike by set deadlines
  • Managing equipment needs by reviewing vendor contracts to confirm delivery dates, return deadlines, and inventory numbers are accurate
  • Overseeing the ordering, delivery, and return of all required equipment, furniture, etc. for the event by the set deadlines
  • Managing inventory returns, including maintaining an accurate inventory, pre- and post-event
  • Managing daily site operations during the 14 days of festival set-up, 4 days of festival, and 5 days of tear-down, being present or accessible at all times when the venue is operational, opening and closing the venue daily, and overseeing safety and cleanliness
  • Serve as the main point of contact for grounds and on-site logistics needs and helping to troubleshoot while providing a timely response to inquiries and issues
  • Working closely with the staff to acquire adequate volunteer coverage for event needs and provide ongoing and accurate information to department volunteers and timely responses to their inquiries
  • Training volunteers and providing general supervision, creating schedules, and ensuring evaluations are completed post-event
  • Communicating with internal staff, PARD employees, TRWD employees, volunteers, and vendors to address all issues and questions
  • Performing walkthroughs pre- and post-event to ensure the venue is ready for public opening and is returned to its original setup by contract deadlines
  • Providing a detailed wrap report of work completed, procedures, and operations of position
  • Scheduling follow-up meeting with suppliers to review outcome and logistics needs for next year
  • Tracking projected and actual expenses to stay within the approved budget, and providing support to staff on other aspects of budget and expenses as requested
  • Ensure all assigned areas of festival and additional new programing receive timely attention to ensure the success of the organization
  • Assist the Executive Director with traffic, emergency response, security, and evacuation plans
• Communicate clearly with internal and external stakeholders of varying levels and positions
• Remain organized to keep yourself and the team accountable for meeting deadlines
• Manage and execute other areas (including attractions, volunteers, etc.) and other projects as assigned

If interested, please send your cover letter, resume and references to Iris Bruton, Executive Director at iris@trinitycollab.org. No phone calls, please.