Responsibilities

•  Build and manage detailed event timelines, project plans, and deadlines. 
•  Coordinate all planning and logistics for Pumpkin Patch and Ornament Extravaganza. 
•  Work with the 2BGlass team to finalize artists, hosts, vendors, event layouts, and programming. 
•  Manage contracts, permits, business licenses, insurance, venue requirements, and required city documentation. 
•  Track deadlines, follow up on outstanding items, and ensure nothing falls through the cracks. 
•  Keep project documents, spreadsheets, contracts, and event files organized and current. 

•  Update, send, collect, and track contracts for artists, hosts, vendors, and event partners. 
•  Confirm all required contracts, insurance certificates, permits, and paperwork have been received before each event. 
•  Coordinate payments, commissions, invoices, and required documentation. 
•  Communicate professionally with artists, vendors, venues, city representatives, volunteers, media contacts, and event partners. 

•  Update event information across the 2BGlass website, Facebook, tourism websites, community calendars, and local publications. 
•  Design or update event banners, brochures, billboards, signage, recreation guide advertisements, and promotional materials using Adobe Creative Suite. 
•  Coordinate event listings, media outreach, interviews, and promotional opportunities. 
•  Ensure event dates, graphics, messaging, and promotional materials remain accurate across all platforms. 

•  Organize seasonal staff, volunteers, security, movers, and event support teams. 
•  Create and manage event schedules for setup, event days, and teardown. 
•  Communicate assignments, arrival times, and responsibilities. 
•  Confirm staffing needs are fully covered before each event. 

•  Trailers, U-Hauls, forklifts, and mobile furnace transportation. 
•  Tables, tents, signage, A-frames, straw, baskets, display fixtures, and product inventory. 
•  Cash drawers, change, receipt paper, scanners, iPads, charging stations, extension cords, power strips, Wi-Fi equipment, speakers, microphones, and PA systems. 
•  Volunteer waivers, raffle materials, brochures, price tags, barcodes, office supplies, tape, pens, clipboards, and event paperwork. 
•  Rolling toolboxes, first aid supplies, event kits, and setup materials. 
•  Confirm equipment is packed, tested, charged, labeled, organized, and event-ready before loading. 

•  Serve as a primary point of contact during setup, event days, and teardown. 
•  Coordinate staff, volunteers, artists, vendors, and support teams throughout the event. 
•  Troubleshoot unexpected issues calmly and efficiently. 
•  Monitor customer flow, event presentation, equipment, supplies, and guest experience. 
•  Jump in wherever needed to keep the event running smoothly. 

•  Oversee teardown, returns, and event cleanup. 
•  Coordinate artist commission payments and vendor reconciliations. 
•  Complete final paperwork and outstanding tasks. 
•  Document improvements and recommendations for future events. 

•  Experience in event production, project management, operations, festivals, fairs, or other large public events. 
•  Exceptional organizational skills and attention to detail. 
•  Strong project management and follow-through. 
•  Ability to manage dozens of moving parts simultaneously. 
•  Professional communication skills with vendors, artists, volunteers, city officials, and media contacts. 
•  Comfortable using spreadsheets, project management tools, and Adobe Creative Suite. 
•  Able to balance office planning with hands-on event work. 
•  Comfortable lifting event materials and assisting with setup and teardown. 
•  Available to work occasional evenings and weekends during event season.