2J46
PAY RANGE: EP20
SPECIAL EVENTS PRODUCTION COORDINATOR
GENERAL DEFINITION
This is special events production work planning, scheduling, and carrying out detailed arrangements for a variety of ceremonial activities and special events. Work includes adapting the most appropriate and obtainable City or departmental resources to the specific ceremonial activities and special events through an awareness of those resources and the appropriate use and coordination of site-staging, physical plant, talent and promotional capabilities. Establishing and maintaining effective work relationships with City officials, community leaders, private businesses and representatives of civic organizations and other governmental agencies, and presenting a favorable public image of the City are of major significance to the work. Employees may direct activities during events and may work evenings and weekends during events. Work is performed under the supervision of the administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. Work must be performed in the City Representative's Office, the Department of Parks and Recreation, or the Airport.
2. An employee in this class must plan, schedule, coordinate and carry out detailed arrangements for various City ceremonial and entertainment events.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Arranges for ceremonial activities; notifies participants of their role in the ceremony; notifies City publicity agency of time and place of the ceremony; gathers information from sponsoring organization regarding protocol, possible security arrangements and other requirements; notifies appropriate City officials of background information and of action to be taken; arranges appropriate site, physical properties, floral decor, and entertainment.
Coordinates city-wide and community special events, such as Freedom Festival, Easter promenade, and Restaurant Festival; develops specific program agenda; obtains necessary approvals for program content; arranges for celebrity participants; prepares budget, contracts, parking facilities, entertainment, and publicity as required; may coordinate Airport special programs, including commemorative events, job-fairs and the Welcome America Festival.
Receives requests for proclamations, citations, welcomes, and tributes which require the participation of major City officials; obtains background information from sponsoring individuals or organizations; participates in composing proclamations and arranges ceremonial presentations; directs the work of volunteers participating in ceremonial or special events.
Drafts brochures and advertising copy to promote programs; publicizes and promotes programs and events directly to interested parties; contacts newspapers and magazines to solicit free publicity; meets with news media to explain and promote events; meets with sponsors and private sector business representatives to promote financial sponsorship for events.
Receives requests from organizations for the use or rental of City-owned facilities for those organizations' special events; ascertains nature of the organization and its proposed use of the facility; evaluates information for compatibility with existing City policy, appropriateness of intended use, and availability of facility; explains facilities and services available for rent; explains costs of renting facilities; approves or denies request; notifies appropriate parties of decision; prepares contracts and collects fees.
Makes travel and hotel reservations for dignitaries; arranges for security and protective services for foreign visitors and other officials; confers with hotel managers and caterers to work out arrangements for testimonials, luncheons, dinners and similar events; prepares guest lists, invitations, and menus for such activities.
Advises City officials, civil and related organizations, and local, state and national officials on matters of protocol as applied to City events; advises on appropriate ceremonial and other items to be presented to visitors.
Attends ceremonial and special event functions to insure that all arrangements are carried out at site of the event; assists in preparation of facilities for specific events; may direct activities of security and custodial staff during and after events; makes introductions and provides assistance and information to participants and public; resolves procedural situations which may arise; inspects site for property damage.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
KNOWLEDGE OF:
protocol and the rules of etiquette as they apply to municipal functions
Park operations, if required by work assignment
public relations principles and practices
English usage, grammar, sentence structure, punctuation, and spelling
fundamental public relations practices and procedures
cultural and civic groups and their functions
the functions of municipal agencies
office practices and procedures
ABILITY TO:
plan and organize ceremonial functions, official dinners, and recreational and entertainment events
plan and coordinate commemorative programs, and local regional and national conferences if required by work assignment
meet and work effectively, diplomatically and courteously with national, state, and local governmental and civic officials, business representatives and visiting dignitaries
present ideas effectively, both orally and in writing
prepare news releases promoting special events
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/24.)
EDUCATION:
Completion of a bachelor's degree program at an accredited college or university.
NOTE: Additional experience or industry recognized certification may substitute for the required degree on a year for year basis.
AND
OPTION 1:
SPECIFIC EXPERIENCE:
Three years of experience in special events production work planning, scheduling, and carrying out ceremonial and special events.
OR
OPTION 2:
AND
GENERAL EXPERIENCE:
One year of experience engaging community organizations or volunteers in activities and events.
AND
SPECIFIC EXPERIENCE:
Two years of experience as a Community Initiatives Specialist.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Must be able to pass and maintain SIDA (Security Identification Display Area) and AOA (Airfield Operations Area) clearance if required by work assignment.
Class Established: CSC - 1/81, Ad. Board - 2/81
Spec. Revision: CSC - 4/96, Ad. Board - 5/96
Spec. Revision:
CSC: 2/14
Ad Board: 3/14
Spec. Revision:
CSC 10/23
Ad. Board 11/23
Latest spec. revision:
CSC 4/24
Ad. Board 5/24
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