Director of Special Events

Distinguishing Features of the Class

The Director of Special Events manages the flow of information among partners of the Special Events Advisory Committee, including the Commissioners of Fire, Permits and Inspections, Police, Public Works, Deputy Commissioners of Parks and Streets, Directors of Budget and Management, Parking Enforcement, and Recreation, Corporation Counsel, the Mayor’s designee, and the Executive Director of Strategic Planning. The position ensures the planning and execution of safe and well-organized special events, establishes terms and conditions for events, and supports sponsors in managing events effectively.

Typical Work Activities

• Plan, organize, coordinate, and implement city-sponsored events and programs.

• Facilitate communication between city departments, outside agencies, businesses, and event sponsors.

• Oversee applications from event organizers, distribute to city departments, and notify organizers of approval status and conditions.

• Project and coordinate personnel, financial resources, and public spaces; track reimbursements and labor costs related to special events.

• Review proposals for events, programs, and activities; collaborate with business associations, non-profits, and private organizations to support events.

• Develop and implement public relations and marketing strategies to promote city events through various media.

• Advise personnel and volunteers on policies, procedures, and service standards.

• Maintain correspondence and progress reports with sponsors, promoters, and participants.

• Prepare promotional materials, review resumes for board appointments, and draft letters for mayoral and council approval.

• Maintain and report expenditures related to labor, fee waivers, and special events; update the annual special events calendar.

• Report to Fiscal Stability Chairs regarding financial aspects of events.

Knowledge, Skills, Abilities, and Personal Characteristics

• Thorough knowledge of city programs, organizations, laws, and ordinances.

• Good knowledge of community organizations, resources, and public relations methods.

• Ability to plan, schedule, coordinate, and facilitate special events.

• Strong written and verbal communication skills; able to prepare marketing and promotional materials.

• Ability to build and maintain positive relationships with public and private agencies, media, and community organizations.

• Self-motivation, tact, courtesy, and flexibility to work unusual hours.

• Physical condition appropriate to the demands of the position.

Minimum Qualifications

• Option A: Bachelor’s or Associate’s degree from an accredited college or university (any major) and two years of full-time supervisory experience in planning and executing large-scale special events.

• Option B: High School diploma, GED, or equivalent and five years of full-time supervisory experience in planning and executing large-scale special events.

• Option C: An equivalent combination of education and experience as described in Options A and B.

Note: Part-time or volunteer experience may be pro-rated. Proof of education must be provided at the time of appointment.

Salary

$81,861