CVB Festivals & Events Assistant

Posting number: CVB2607-24

Department: Convention and Visitors Bureau

Job classification: CVB Festivals & Events Assistant

Posting type: Open

Categories: Visitor and Convention Bureau, Hospitality and Tourism

Summary

Assists the Convention and Visitors Bureau Festival division staff with handling the administrative and management needs for all festivals and events, sponsorship, and the Grapevine Market.  Assists with the overall coordination and management of accurate databases for vendors, suppliers, festival merchandise, community groups and Grapevine Market as assigned. Assists in the management of budgets and signage for all festivals and events.

Examples of duties

1. Maintains and manages ongoing database and operations for all banner programs.  This includes interfacing with City Departments as necessary to ensure timely banner placements and establishing and executing a program of work to handle.  

2. Assists in the budget management of festivals and events including the development of a process which will provide for tracking invoices and providing weekly management reports to include estimated outstanding expenses and total estimated costs prior to event conclusion.

3. Develops a systematic plan for managing all signage for festivals and events to ensure that the most appropriate signage is ordered at the best price and has the ability to be utilized at multiple festivals and  events. This includes developing the appropriate verbiage, inventory tracking and working with staff to ensure that all legal signage requirements are met.

4. Maintains and manages ongoing database and operations for all rentals of the Gazebo.  This includes promptly responding to requests from the public and City Departments to ensure availability, quoting the appropriate rental fee, working with accounting to ensure that invoicing is handled and tracking is done through receipt of payment to ensure payment of all rentals.   This will include establishing and executing a program of work to handle.  

5. Maintains an inventory of all festival merchandise. This will require interfacing with vendors and suppliers and handling the bid process for any new merchandise orders. Responsible for ordering, receiving, inventorying and processing the appropriate invoices for payment.  Continually reviews inventory to ensure that necessary supplies are always available and on hand and any new supplies are acquired for the best possible price.

6. Develops a schedule for the Grapevine Festival Store at each festival and is responsible for staffing the store, preparing a staff schedule, notifying all staff involved.   On-site oversight of Festival Store during all festivals including inventory control and cash management.

7. Assists Festival Division staff with Steering Committee, volunteer, vendor and supplier database management.  Handles preparation and mailing of information to Steering Committee members, volunteers, vendors, suppliers and others as necessary to ensure accurate distribution of information prior to festivals and events.  Provides support in set up and preparation of any meetings, as requested.

8. Assists Sponsorship Manager with mailing of sponsor kits prior to an event, and preparation and/or distribution of wrap up reports following the festival or event.

9. Assists in maintaining a current events calendar at all times and reviewing the CVB web site to ensure appropriate listings.  

10. Handles the Grapevine Market which includes planning and on-site management of set up and tear down, receipt and processing of all applications received, notifying all vendors of acceptance, ensuring receipt of payment for space and working with Accounting Department to ensure accurate tracking of space payments.  Handles review of CVB web site as it pertains to the Grapevine Market to ensure accurate information is available at all times.

11. 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.

12. Effectively manages time and resources to meet multiple project deadlines.

11. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

12. Regular and timely attendance are required for this position.

13. Interacts professionally and respectfully with the public, coworkers, and others in the course of daily work.

Qualifications

SKILLS, KNOWLEDGE AND ABILITIES 

• Ability to ensure successful execution of festivals, events, the Grapevine Market, and communication to sponsors, vendors, suppliers, volunteers, and steering committee members through providing the necessary support to festivals