Bravo! Vail Music Festival
Listing Expires on 06/01/2023
Title: Festival Events Coordinator
Classification: Full-Time, Seasonal
Dates: June 12 – August 10, 2023
Reports to: Jackie Ernst, Director of Development
Department: Institutional Advancement
Position Summary:
The Festival Events Coordinator’s primary responsibilities include the successful coordination and execution of all Bravo! Vail patron events, dinners, and soirées throughout the 2023 Festival Season. In addition, this role will assist with stewardship and benefits fulfillment for corporate partners, as well as the annual online auction.
Success for this position will be defined by:
- Execution of elegant events including every step of planning process (i.e. securing rentals, working with vendors, menu selection, etc.) that result in high patron satisfaction
- Execution of events within the established budget parameters
- Assisting with corporate sponsor engagement through providing excellent customer service, benefits fulfillment, and stewardship
The Festival Events Coordinator is also responsible for assisting the Director of Development and the Institutional Advancement Department on all fundraising efforts including research, proposals, donor benefit fulfillment, records management, and direct mail preparations and execution as needed.
Essential Functions:
EVENTS
- Create and maintain master events schedule in ArtsVision and Outlook, track other organizations’ major events and date conflicts.
- Manage and monitor event budgets to ensure financial goals are attained and expenses are managed appropriately.
- Manage event logistics (including all planning, set up, execution, and follow up) of patron events, specifically pre- and post-concert patron receptions, Donor Appreciation concert and dinner, Golden Circle Soirée, Linda & Mitch Hart Soirée Series, and more.
- Manage RSVP lists, communicate with vendors, execute events onsite, complete event follow-up and payment.
- Assist Development Manager with online auction, which could include: soliciting and securing auction items, creating item descriptions and photo catalogue, securing payment, and assisting donors in follow up and securing of all auction items.
FUNDRAISING/CORPORATE PARTNERSHIPS
- Work with Director of Development and Institutional Advancement Department to oversee execution of benefits for corporate and in-kind partners.
- Prepare end of season materials and final reports for all event and corporate partners.
- Work effectively with diverse constituencies and stakeholders including donors, board members, staff, corporate partners, vendors, and volunteers.
OVERALL FUNCTIONS
- Assist Director of Development with special projects or tasks as assigned.
- Participate in Institutional Advancement Department mailings and fundraising activities as needed.
- Attend all necessary events and performances.
- Assist with any administrative items as required.
REQUIREMENTS
- Reliable transportation. Some responsibilities require driving to locations within the Vail Valley.
- Full commitment to the Festival schedule.
- Ability to work well in a team environment with a variety of people and personalities
- Studies and relevant experience in Arts Administration, Marketing, Music Education, Non-profit Management, Hospitality, or related field.
- Event planning experience. Experience with donor/sponsor relations, sponsorship sales, ticket sales, silent and live auctions, and paddle raise is a plus.
- Flexible in nature, especially under pressure.
- Professional, enthusiastic, and positive attitude even in high-pressure situations.
- Organized, with the ability to prioritize time-sensitive projects.
- Ability to problem solve and take initiative.
- Excellent communication skills, both written and oral.
- Proficient in Microsoft Office Suite of products (Word, Excel, Power Point, etc.).
- Experience with fundraising and CRM software systems is ideal (Tessitura preferred but not required).
- Ability to work long hours, including evenings and weekends during the summer festival season.
- COVID-19 vaccination and recommended boosters or a qualified exemption.
Compensation:
Salary: $22/hour
Shared Housing provided
How to Apply: Email resume and cover letter to jobs@bravovail.org, with subject line: Festival Events Coordinator Position
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by federal, state or local laws.
To apply:
How to Apply: Email resume and cover letter to jobs@bravovail.org, with subject line: Festival Events Coordinator Position