Forsyth County's Parks and Recreation Department is seeking a full-time Event Planner to work with various clients on requests for all special events. This position will be assigned to the Government Center; however, have responsibilities at various park locations such as Triad Park, Tanglewood Park, and Community Parks.
The Event Planner is responsible for park facility reservations and general inquiries, coordinating a wide variety of events, assisting customers with event planning, assisting managers with park operations, and all related paperwork. This position is responsible for ensuring that each building or facility is maintained, cleaned, properly equipped, and prepared for events and daily operations. The Event Planner also is responsible for identifying required personnel, maintaining detailed schedules and assuring all staff are kept informed of planned activities, reservations, and events. Event Planners also work with Park Operations Manager and the Marketing and Events Manager with various projects and special events at Triad Park, Tanglewood Park, and Community Parks. This position will also assist with seasonal operations at Tanglewood Park, including but not limited to: Aquatic Center, Mallard Lake, and Festival of Lights.
Work Schedule
Schedule could vary due to special events throughout the year, especially during Festival of Lights, Aquatic Center and Mallard Lake operations.
A successful candidate should have the following knowledge, skills and abilities:
Considerable knowledge of operations, services and activities Forsyth County Parks organization, policies and procedures
Considerable knowledge of contractual agreements
Working knowledge of event planning opportunities offered in the county parks system.
Knowledge of publicity layouts and the proper techniques used to address multi-use venues and mass public events.
Knowledge of general demographic data used for planning and reporting purposes.
Knowledge of basic cash handling and deposit procedures
Knowledge of appropriate program and events eligible for sponsorship
Knowledge of computer programs such as Word, Outlook, Publisher, Excel, Social Media and Survey Monkey.
Knowledge of pertinent park programs, federal, state and local laws, regulations and codes
Ability to provide excellent customer service.
Ability to determine proper distribution of promotional material.
Ability to coordinate staff and volunteers.
Ability to interpret related program data.
Ability to correctly complete required paperwork.
Ability to project a professional appearance as well as possess excellent communication skills both verbally and written,
Ability to enforce rules and policies of the park fairly and consistently.
Ability to work with people from a variety of cultures and backgrounds.
Ability to multi-task.Bachelor's Degree in Recreation Management, Business Administration, Social Science, or a related field.
Prefer at least one year of experience in Parks and Recreation field working with programs.
Prefer experience working with the public and in an event setting.
Must have a valid driver's license.
Assists customers with event planning such as checking dates, booking events, preparing paperwork, addressing events details, scheduling staff, implementing events, and invoicing by communicating with customers via phone, e-mail and in person.
Works with staff and vendors associated with scheduled events, and manages the related paperwork.
Ensures proper financial reporting by balancing cash registers, making bank deposits, submitting appropriate paperwork providing timely reports to supervisor.
Performs administrative duties which include the use of computer programs to enter deposits, bill customers, track sales, prepare signage, prepare financial reports, apply for annual permits and licenses, caterers agreements, linen orders, purchases, etc.
Inspects facilities for needed repairs, improvements, and safety concerns by periodically touring the building with the custodian, identifying what can be done in-house and what needs to be reported to the Facilities Department, and collecting information for future improvements.
Assures materials and supplies are available for upcoming events by doing inventories, ordering, purchasing and tracking inventory, completing reports, and maintaining current permits.
Schedules event centers, facilities and picnic shelter reservations through execution of all pertinent rental paperwork.
Develops publicity and promotion through distribution of brochures and flyers. Solicits potential sponsors and donors by means of identifying needs and amounts followed by a direct contacts.
Plans, implements and oversees special events and programs by engaging contractors, arranging staff and staging on the day of the event.
Maintains database of facility usage by collecting pertinent demographic information.
Provides customer service to all patrons in the park. Helps customers with reservations and general information.
