Event Director

Pioneer Courthouse Square

Position Title: Event Director

Reports to: Executive Director

Location: Portland, OR

Type: Full-time/ Exempt

About Pioneer Courthouse Square:

Pioneer Courthouse Square is a renowned public space in the heart of downtown Portland affectionately known as "Portland's Living Room."  Opening in 1984, on the site of a former parking lot, the space now serves as a central community gathering space with nearly 300 public events each year at the heart of the region’s public transportation network. 

Position Summary:

The Event Director is a full-time, salaried position responsible for the planning and execution of diverse community events held each year at The Square.  Events range from small intimate gatherings to large-scale signature events and festivals. 

Essential duties and responsibilities include, but not limited to:

1. Event Development Responsibilities

• Participate in the development of organization’s annual programming scope
• Manage and implement The Square’s Event Rental policies
• Support budget and resource development for annual community rental and sponsored events
• Serve as primary point of contact for The Square’s Event Rental process; including client communication to support application process, rental area information, policies and associated fees
• Responsible for maintaining calendar of events in accordance with The Square’s Event Rental Policies
• Participate in identifying and seeking new event opportunities
• Responsible for identifying event clients’ needs and managing client satisfaction throughout the event process
• Responsible for organization of pre-production event needs including client and internal management team production communication
• Assist with development of artist and/or performer contracts and related production needs
• Communicate event needs, and related impacts, to community stakeholders
• Responsible for maintaining electronic event files and archived event records

    2.  Event Production Responsibilities

• Develop scope of production and technical requirements to meet event needs
• Support development of event design and production of site diagrams
• Develop and manage event production timelines including installation and tear-down orders
• Responsible for development of event production schedule and impact information
• Responsible for development and reconciliation of event budgets
• Responsible for management of event vendors, contracted services and equipment needs for events, including contracts and indemnification needs
• Manage pricing of event equipment, labor and rental rates commensurate with market rates
• Manage event post-production assessments with staff and event clients
• Responsible for The Square’s Noise Variance compliance and neighborhood impact communication
• Responsible for application and adherence to City of Portland transportation permits for vehicle access, loading zones and/or lane closures
• Responsible for securing permits from other City agencies for events, as needed
• Partner on the development of Event public safety requirements
• Manage tracking and submission of quarterly ASCAP and BMI reports
• Prepare and distribute weekly event impact notifications

     3. Event Staff Management Responsibilities

• Manage an event production staff, ranging from 2-10 individuals, including recruitment and training
• Support event production staff policy development
• Responsible for assessing event needs for scheduling of event production personnel
• Preparation and execution of Event Advance including staffing and production impact plans

   4. Venue Responsibilities

• Conduct regular quality-control inspections of event venue and rental equipment, including documentation of event production-related needs
• Work collaboratively with Venue Manager on management of contracted event security, janitorial and public restroom personnel
• Manage inventory of owned event equipment and related storage needs on and off-site
• Monitor on-site recycling and trash program, tracking usage
• Work cooperatively with on-site facility partners and tenants to communicate event and facility impact information

Qualifications

Potential candidates need to be highly collaborative and possess the ability to work with diverse constituent groups including public and private sector partners, board members, volunteers, donors, program participants and the community at-large

Bachelor’s degree or equivalent experience required

Experience in event management and production

Experience managing event staff

Experience developing and managing budgets

Excellent organization and project management skills

Excellent customer service skills

Creative problem-solving skills

Strong communication skills including excellent writing, editing and verbal skills

Ability to prioritize tasks and manage compressed timelines effectively

Ability to work flexible hours, when needed

Technical Skills Desired

Program and software familiarity includes Microsoft Office (Excel, Outlook, PowerPoint, Word, etc.), QuickBooks, Word Press, Wufoo Online Form Builder, Event Temple, 3-D Event Builder and Social Media skills are a plus

Salary Range: $75,000 - $85,000/ year

Eligible employees of Pioneer Courthouse Square enjoy the following benefits:

100% paid Medical/ Dental/ Vision benefits

Long-term Disability

Accrued Vacation

Paid holidays

Retirement Savings Plan – 403(b)

Pioneer Courthouse Square is committed to creating a diverse and inclusive environment for all.  We actively promote a culture of equity and justice in our work and are dedicated to creating a safe and welcoming space where everyone can thrive.

Salary/Compensation: $75,000 - $85,000 per year