Events Coordinator 

Main Street Square/Downtown Rapid City

Role Classification: Exempt, Full-time

Department: Events

Directly Reports To: Events Manager

Date Last Updated: April 2024

Role Description Overview

As the Events Coordinator, your role is crucial in supporting, organizing, and executing a diverse array of events and activities aimed at enhancing the community's quality of life. Reporting to the Events Manager, you will work closely with a variety of stakeholders to strategize, promote, and execute events that draw attendees, encourage community participation, and enrich the lively atmosphere of Main Street Square and Downtown Rapid City. 

Key Qualifications

• Organizational Skills & Attention to Detail: The ability to manage multiple tasks and ensure all details are meticulously coordinated is crucial. From coordinating schedules to managing logistics, attention to detail ensures that events run seamlessly.
• Communication Skills: Clear and effective communication is essential for liaising with renters, vendors, internal team members, and event attendees. Strong interpersonal skills facilitate smooth collaboration and ensure everyone is on the same page.
• Problem-Solving Skills: Events can present unexpected challenges, and the Events Manager must be adept at resolving issues promptly and calmly. The ability to think on your feet and find creative solutions is invaluable in maintaining the success of events.
• Flexibility and Adaptability: Given the nature of event planning, flexibility in working hours is necessary. The Events Manager should be willing to work nights, weekends, and holidays as events require. Adaptability to changing schedules and circumstances is key to thriving in this role.

Key Responsibilities

• Contracting, Layouts, and Equipment Needs: Collaborating with renters to finalize contracts, design event layouts, and determine equipment requirements to ensure smooth execution.
• Day-of Support for Signature Events: Providing on-site assistance and coordination during Main Street Square's signature events to ensure they run seamlessly and according to plan.
• Vendor Follow-Up and Feedback Collection: Conducting post-event follow-ups with vendors to gather necessary tax documents and administering surveys to collect actionable feedback for future improvement.
• Management of Ice Rink and Staff: Overseeing the operation of the ice rink and managing staff during the ice-skating season (November to February) to ensure a safe and enjoyable experience for visitors.
• Recruitment of Volunteers and Staff: Assisting in recruiting volunteers and additional staff members for events that require extra hands, ensuring adequate support for event activities.
• Band Search and Contracting: Assisting in the search and contracting of bands for all signature events and Splash Patios, contributing to the entertainment aspect of the events.
• Communication with Operations Staff: Effectively communicating with operations staff to ensure that the necessary equipment is available and properly set up for events.

Organizational Values Alignment

The Events Coordinator is expected to exemplify Downtown Rapid City’s organizational values as follows:

● Earn Trust - Do what you say you’ll do. Be respectful. Create a safe, inclusive workspace for all.

● Adapt - Embrace change. Be willing to pivot. Stay fluid. Stretch. Adjust for success.

● Be Best-In-Class - Execute thoughtfully. Hustle. Prioritize to maximize. Grow. Deliver knock-your-socks-off service.

● Commit To Transparency - Lead with honesty. Answer questions directly. Share information quickly. Display radical integrity.

● Embody Passion and Positivity - Share your passion. Have a ridiculously sunny attitude. Take pride in your work.

● Communicate The Sh*t Out of Everything - Don’t let things fester. Be quick to clarify. Embrace friction. Stay open. Give others the benefit of the doubt.

Role Requirements

● Ability to communicate effectively and courteously in a professional manner

● Ability to lift and carry objects up to 50 pounds on occasion

● Ability to lift and carry objects up to 30 pounds frequently

● Ability to stand for extended periods of time

● Ability to sit and squat

● Ability to hear and see

● Ability to always stay alert

● Ability to drive a car and hold a valid driver’s license

● Ability to be in attendance on a daily basis and to arrive promptly for the start of the workday

● Ability to work flexible hours to adjust schedule to attend evening and weekend events, meetings, and conventions

● Ability to pass a drug test

● Ability to submit to a background/credit check

EEO Statement

Main Street Square provides equal employment opportunities to all Team Members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.