Event Coordinator

**Event Coordinator****County Fair | Caldwell, ID | Full Time | $40,338.00 - $45,916.00 per year**Job Description General Statement of Duties: Performs a variety of administrative duties in planning, organizing and directing the Competitive Exhibits Department for the Canyon County Fair; coordinates commercial exhibitors, concessionaires and special events for Fair sponsored events; performs related work as required.Classification Summary: The primary function of an employee in this class is to perform a wide variety of tasks associated with the Fairs competitive exhibits program, to contract and coordinate set-up of commercial vendors and concession booths, to coordinate special events and assist in the production of the annual County Fair. The Event Coordinator provides working supervision over support staff, works under the general direction of the Fair Director and is responsible for taking over the Directors responsibilities in his/her absence. The principle duties of the position are performed in a general office environment and outdoors in the summer.**Examples of Work (Illustrative Only)****Essential Duties and Responsibilities:****Exhibits Coordinator*** Assist in the design/revision of informational forms, business communications and flyers, arrange for and supervise special exhibits and events and address clubs and organizations in regards to the exhibits department;* Write competition handbooks, rules, regulations, judging criteria, determine exhibit classes, theme, competition guidelines and parameters;* Perform entry processing procedures and requirements;* Participate in industry related conferences and advisory committee made up of volunteers to attain innovative ideas and program improvements. Communicate effectively with exhibitors, volunteers, clients and guests;* Manage and supervise support staff in open class, including the hiring of seasonal staff and setting performance standards to meet department goals and objectives;* Determine guideline for and negotiate terms and conditions of contracts including judges and professional services contracts;* Develop and implement exhibit department budget, authorize expenditures;* Organize and direct premium award program and oversee/secure award sponsorship, record results and distribute premiums;* Maintain records, conduct research, make recommendations, and create reports for the Fair Board on issues as they arise;* Layout the competitive exhibits display building. This includes configuring space for each display, assisting maintenance in building the displays and updating display pieces for new competitions;* Ensure all Fair Board policy, County procedures and State laws are followed;* Perform all work duties and activities in accordance with County policies, procedures and safety practices.**Vendor Coordinator****:*** Manage and promote rental of vendor and concession space, including contract preparation, space assignment, set-up and evaluation;* Assist in fair development and production including: entertainment and events, vendors, venue set-up, etc. as needed;* Receive and evaluate insurance certificates of contractors and enforces requirements for proper coverage and orders insurance when necessary;* Receive and/or receipt ticket, electric, and water orders, payments and deposits;* Route completed layouts, floor plans, and electrical orders to the appropriate parties;**Other Duties and Responsibilities*** Perform other related duties as required.**Knowledge, Skills, and Abilities****Knowledge of:*** Fair activities, event planning and organizational techniques;* English grammar, spelling, composition, and punctuation;* Basic knowledge of liability insurance and workers compensation requirements;* Bookkeeping and billing procedures;* Customer service policies, techniques, and objectives;* Possess strong problem-solving skills and the ability to balance the needs of a variety of customers;* Possess strong interpersonal skills including the ability to maintain effective working relationships with both internal and external customers;* General office practices and procedures.**Ability to:*** Work cooperatively and constructively with fellow workers and members of the public to provide public service of the highest quality and quantity;* Follow oral and written instruction;* Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;* Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks;* Think creatively to design and implement fair activities;* Research programs and prepare program budgets;* Review and administer contracts;* Establish and maintain effective professional relationships with employees, subcontractors, elected and appointed officials, fair board, volunteers, local businesses, and community organizations;* Operate standard office equipment including a personal computer with job-related software;* Operate a motor vehicle;* Communicate effectively, both orally and in writing;* Work varied hours, including evenings and weekends.**Acceptable Experience and Training*** High school diploma or GED equivalency is required, with college course work or a Bachelors degree in Business Administration, Hospitality Management, Communications or related field is preferred; and,* Two (2) years of previous experience with event planning is preferred; or* Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.**Special Qualifications*** **I**daho Drivers License;* Must successfully complete a background investigation.**Essential Physical Abilities*** Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively in person and on the telephone;* Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written/typed documents and materials;* Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment, a personal computer, and motor vehicle;* Sufficient personal mobility, flexibility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to continuously stand, walk, or sit for an extended period of time, and to work in an office and outdoor environment during the summer.**EOE Statement**Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.Location