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.

Along with the mission of bringing plants to people, our Core Values are a fundamental driver of the Gardens culture. They are:

Sustainability. We are devoted to an institutional, environmental and human sustainability.

Diversity. We champion inclusion, diversity, equity and accessibility for all we encounter, and also support programmatic, ecological and plant diversity.

Transformation. We believe ever-evolving public gardens change the world and lead to positive transformation of human spirit and knowledge. 

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 supports the planning and execution of logistical components of public events at the Chatfield Farms location. Key responsibilities include executing assigned event shifts; coordinating event documentation, timelines, and logistics; supporting vendor, performer, volunteer, and partner coordination; tracking event expenses and revenues; and maintaining project plans under the direction of event leadership.

The Public Events Coordinator supports on-site event operations and completes assigned event coordination tasks under the direction of event leadership. This role requires flexibility to work varied schedules, including mornings, evenings, weekends, holidays, and on-call responsibilities throughout the year. While this position is primarily focused on events at the Chatfield Farms location, the Public Events Coordinator may also provide logistical and on-site support for public events at the York Street location as operational needs dictate.

Requirements

General Duties and Responsibilities

• Coordinates logistical and programmatic components of public events as assigned, including planning site layout details; creating event documents and diagrams; planning setup and teardown needs; and supporting on-site event operations.
• Contributes to the execution of public events at the Chatfield Farms location, which include Lavender Festival, Corn Maze, Pumpkin Festival, and Trail of Lights. 
• Coordinates communication with internal departments and external stakeholders under the direction of event leadership to support event execution.
• Prepares agendas and materials for multi-department meetings; attends meetings and documents notes and action items as assigned.
• Coordinates volunteer needs for assigned events, including developing volunteer position summaries, scheduling, assignments, and participation in volunteer trainings.
• Supports vendor, performers, and event partners coordination by assisting with documentation, guidelines, scheduling, and communication under the direction of event leadership.
• Sources and coordinates rental equipment and vendors to support event operations.
• Prepares night-of-show documentation, binders, and operational materials and supports the training of event execution teams prior to assigned events.
• Coordinates contract security and local law enforcement logistics for assigned events, including submitting service requests, scheduling coverage, drafting agreements, and processing related invoices.
• Coordinates staff and volunteer meals for event days.
• Coordinates permit and liquor license applications, documentation, and compliance as assigned.
• Tracks event expenses and revenues; processes invoices; assists with financial reconciliation and reporting; and maintains budget spreadsheets as needed.
• Maintains event tasks and project plans in department project management software to track progress, instructions, deadlines, and status updates.
• Occasionally travels offsite for departmental or event-related needs.
• Completes assigned duties related to setup, staffing, operation, and teardown of public events at both York Street and C