Activation Coordinator Print Subscribe Class Title Activation Coordinator Class Code 5988 Salary $75,358.40 - $91,540.80 Annually + Definition + Benefits Classification Description Summary The Activation Coordinator is responsible for planning and executing all City sponsored major and minor special events that activate underutilized public spaces in the city. They will manage and evaluate the activities, budget, facilities, equipment, contractors and volunteers for all qualifying special events within the City. Working closely with the Revitalization Manager, this role is pivotal in shaping events that bolster the economic impact of the City and foster local participation, while also attracting out-of-town interest. The ideal candidate has strong event coordination skills, excellent communication skills, and a passion for revitalizing public spaces. They are able to think creatively and strategically, identifying unique opportunities to activate underutilized spaces and bring the community together. The Activation Coordinator is a key member of the team and plays an important role in driving the success of the City's revitalization efforts. Essential Functions + Assume management responsibility for the activities and operations of all City sponsored major and minor special events including signature City sponsored special events; oversee compliance with all applicable laws, policies, procedures, rules and regulations including those set forth by the City, State, and the District Health Department. + Plan and execute events in underutilized and/or vacant public spaces, such as parks, plazas, and parking lots, with the goal of revitalizing and bolstering economic impact to the City; coordinating all aspects of City sponsored special events in public spaces, including managing event logistics, permits, equipment rentals, and vendor contracts + Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within policy, appropriate service and staffing levels. + Plan, direct, coordinate and review the work plan for contract and assigned City staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems. + Coordinate, direct, and oversee both contract and City staff who are designated to work on special events. + Negotiate, administer, and approve all special events expenditures and contracts. + Recommend, develop, and implement short and long term goals and objectives for City special events; research and develop new funding and revenue sources. + Develop and present an event strategy that aligns with the overall City revitalization strategy to City management and City Council. Be responsible for executing policy decisions related to that strategy and develop metrics for measuring the success of events and report on outcomes to stakeholders. + Gather community input through meetings, surveys, and other methods when working with new major events and when evaluating existing major events. + Confer with citizens, downtown business groups, City departments, outside agencies, elected officials, and other groups about the design, planning, production and promotion of special events; recruit community and organizational support for special events. + Oversee and participate in the development and administration of the annual budget and special events budgets; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments. + Oversee the permitting, licensing, and regulation of outside organizations and promoters producing events, including film shoots. + Provide production assistance and coordination of City services for sponsored, co-sponsored, non-city sponsored, or fee-paid events on public properties and rights-of-way. + Work with event promoters on marketing and promotion of major special events that may include public relations, advertising, and direct marketing. + Maintain adequate inventory of special events materials including signs, barricades, and other necessary promotion or safety items. + Serve as liaison for special events activities and operations with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues. + Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of special events; research and forecast trends in the amusement, entertainment, and leisure services industry. + Receive, review and process community applications for City special events, including reviewing and assessing event proposals and coordinating city sponsorship to offset event costs. + Respond to and resolve difficult and sensitive citizen inquiries and complaints. + Work flexible hours including evenings, holidays, and occasional weekends to accommodate event schedules. + Perform related duties as required. Minimum Qualifications The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of : Principles and practices of public event planning and coordination, with a focus on activating public spaces. Operational characteristics, services, and activities of a City's event planning and revitalization program. Economic impact and revitalization strategies related to event planning and activation of public spaces. Modern and complex principles and practices of grant funding and administration for events in public spaces. Understanding of local regulations and safety requirements for public events. Marketing and communication strategies to promote events. Principles and practices of municipal budget preparation and administration as it relates to event planning. Principles and practices of neighborhood revitalization and community engagement, specifically as it pertains to event planning and activation of public spaces. Concerns and interests of local community, businesses, and other public agencies in relation to event coordination. Pertinent federal, state, and local laws, codes, and regulations Concerns and interests of local community, businesses, and other public agencies. Methods and techniques of dealing effectively with the public. Principles of business letter writing and report preparation. Principles and practices of municipal budget preparation and administration Principles and practices of contract negotiation, preparation and monitoring. Principles and applications of critical thinking and analysis. Methods and techniques of public relations. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Ability to : Communicate effectively both orally and in writing with a variety of stakeholders, including community members, local businesses, and city officials. Adapt communication style to suit the needs of the audience. Experience in public speaking and delivering presentations. Build and maintain positive relationships with stakeholders and partners. Demonstrate strong interpersonal skills and ability to work effectively with a diverse group of people. Experience in conflict resolution and mediation. Negotiate effectively with vendors, sponsors, and other partners to ensure successful events. Experience in contractual negotiations related to event planning and coordination. Demonstrated ability to advocate for the best interests of the city and community. Organize and manage multiple events simultaneously. Experience in event logistics and management, including equipment rentals and vendor contracts. Prioritize and manage time effectively. Analyze problems and identify alternative solutions, projecting the consequences of proposed actions and implementing recommendations in support of goals. Experience in creative problem-solving and innovation. Work collaboratively with stakeholders to address challenges and find solutions. Manage time effectively and efficiently to ensure events are executed smoothly and successfully. Experience in managing schedules and timelines for event planning and execution. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training : A Bachelor’s degree from an accredited college or university with major course work in Hospitality and Tourism Management, Marketing, Business Administration, Public Administration, Communication, or closely related field. Experience : Three years of experience coordinating public events, conventions, and/or large scale meetings and their corresponding logistics. License or Certificate : Possession of an appropriate, valid driver’s license. Supplemental Information PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting with some travel to different sites and locations; incumbents may be required to work extended hours including evenings, holidays and weekends to accommodate event schedules. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information Other Requirements Confidential C25 Last Update: 04/2023 JD 04/2023 Please use this Health and Welfare Benefit Link (http://www.reno.gov/government/departments/human-resources/benefits) to learn more about the City of Reno's great employee benefit plans and wellness programs. 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