Public Events Coordinator

Description

About Denver Botanic Gardens: Green inside and out, Denver Botanic Gardens was founded in 1951 and is considered one of the top botanical gardens in the United States and a pioneer in water conservation. Accredited by the American Alliance of Museums, The Gardens has a robust living plant collection, natural history collection and art collection along with temporary art exhibitions. The Gardens is a dynamic, 24-acre urban oasis in the heart of the city, offering unforgettable opportunities to flourish with unique garden experiences for the whole family – as well as world-class exhibitions, education, and plant conservation research programs. 

For more information, visit us online at www.botanicgardens.org.

Denver Botanic Gardens is currently seeking a Full Time Public Events Coordinator in our Events Department! Read below to see if the requirements might be a good fit for you:

Position Summary

The Public Events Coordinator is responsible for planning, organizing, and executing logistical components of public events at York Street. Key responsibilities include facilitating communication with internal and external stakeholders; organizing and creating event documents; executing event shifts as assigned; coordinating ticket builds & reporting on ticketing data; developing & maintaining project plans for all assigned areas; maintaining & reconciling accurate event budgets and processing payments; booking vendors and event partners. Must maintain a flexible work schedule to accommodate morning, evening, some holiday, weekend work, and on call responsibilities throughout the year. 

Requirements

General Duties and Responsibilities

• Coordinates logistical and programmatic components of public events as assigned, with duties including but not limited to planning crowd management & site map details, creating event documents & diagrams, planning setup and teardown needs. 
• Leads correspondence and coordination of other departments and committees to successfully execute their roles in events.  
• Facilitates communications with internal stakeholders to ensure event deadlines & deliverables are achieved and to ensure that event information being shared is accurate and up to date.  
• Creates agendas for and efficiently leads multi-department meetings. 
• Outlines volunteer needs and develops volunteer position summaries. Participates and occasionally facilitates volunteer trainings for assigned events. 
• Coordinates performer, event partner, and vendor contracts & guidelines as assigned.  
• Organizes ticketing requests, set up ticketing reports in and prepare ticket reports as assigned.  
• Sources & coordinates with rental vendors to secure event equipment.  
• Prepares night-of-show documents, binders, and clipboards & trains event execution team prior to assigned events.  
• Prepares safety & security documents and books contract security and Denver Police Department.  
• Coordinates with onsite concessionaire to facilitate their participation in events. 
• Organizes staff & volunteer meals for event days.  
• Files for permits as needed.  
• Responsible for tracking expenses and revenues for each assigned public event. 
• Processes invoices and maintain event budget spreadsheets as needed.  
• Attends and takes notes for a variety of event meetings. 
• Develops and maintains project plans in department project management software to track progress, instructions, and status updates.  
• Occasionally makes trips offsite for departmental needs.  
• Completes assigned duties for setting up, staffing, and tearing down all public events. 
• Supports production & design efforts in preparation for all events (lighting, sound, carpentry, painting, scenic elements, etc.) as needed. 
• Evening and weekend work is required, including on-call responsibilities.  
• Regular attendance at the worksite may be required. As with all positions at Denver Botanic Gardens, the incumbent must be in good performance standing to be eligible for remote work. Remote work is at the discretion of management at all times.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.

Position Qualifications: Knowledge, Skills, and Abilities

• Ability to manage and organize multiple events and priorities at the same time in a fast-paced dynamic environment. 
• Must be a reliable self-starter with problem resolut