Special Events Manager

Position Overview 

The Special Events Manager oversees all aspects of special event permitting, facility rentals, and small event operations within the park. This role manages the full lifecycle of park-use permits—ensuring compliance, efficient processing, and exceptional customer service—while supervising rentals of shelters, the Peristyle, and other reservable spaces. The Special Events Manager also assists in major park programs. The position requires strong organizational skills, excellent communication, and the ability to coordinate multiple concurrent projects in a dynamic public park environment. 

Essential Duties 

Permitting & Reservation Management 

• Work within the RecTrac software system to administer and approve permits within the Park, including but not limited to, the following:  

• Micro weddings  
• Class and family reunions  
• Shelter and Peristyle rentals  
• Commercial photography and filming  
• Mobile/temporary vendors  
• Fitness/workout groups (fee-based)  
• Commercial activities over 100 people  
• Large group gatherings with varying requirements for cleanup, insurance, and logistics  

• Ensure all permits comply with park policies, city regulations, safety requirements, and capacity limits.  
• Maintain accurate records, documentation, and exhibiting excellent customer service and communication with applicants.  

Facility Oversight 

• Oversee operations and maintenance coordination for reservable spaces, including shelters, the Peristyle, and other event-use areas.  
• Conduct site visits, prepare facilities for permitted use, andmonitorevents to ensure compliance and proper care of park property.  
• Identify and address operational issues, and recommend improvements to facility processes and user experience.  

RecTrac Software Management 

• Manage all permitting, rentals, schedules, and financial transactions within RecTrac.  
• Train seasonal or support staff in RecTrac workflows and reporting.  
• Generate and analyze usage, revenue, and compliance reports as needed.  

Event Support & Programming 

• Act as an assistant in the execution of Celebration in the Oaks, supporting operational planning, vendor coordination, on-site event execution, and customer service.  
• Manage, plan, and execute the Tuesdays at Twilight series, including booking talent, coordinating vendors, managing production logistics, and supervising event staff/volunteers.  

Vendor & Contract Management 

• Oversee all external vendor contracts, including daily, weekly, monthly, and annual permits.  
• Manage relationships with mobile vendors, food/beverage partners, performers, production companies, and service providers.  
• Track compliance, insurance, payment schedules, and renewals.  
• Ensure adherence to Park standards and policies.  

Customer Service & Community Relations 

• Provide timely and professional communication with event organizers, partners, and the public.  
• Address concerns, mediate conflicts, and problem-solve on event days to ensure a positive visitor experience.  
• Collaborate with internal departments and community groups to support safe, well-managed events.  

Administrative & Operational Duties 

• Prepare and maintain departmental SOPs related to permits, rentals, and event logistics.  
• Assist with budgeting, revenue projections, and financial reconciliation for special events.  
• Support marketing and communications efforts by providing accurate event and facility information.  

Minimum Requirements & Qualifications 

• High school diploma or GED.
• 3–5 years of experience in event management, venue operations, hospitality, permitting, public or recreation administration, or relevant experience.  
• Experience with RecTrac or comparable event/registration software preferred.  
• Strong organizational skills with the ability to manage multiple events and deadlines simultaneously.  
• Excellent written and verbal communication skills.  
• Firm understanding of event logistics, facility operations, and risk management.  
• Ability to interpret contracting terms and enforce compliance.  
• Customer-service oriented, with strong interpersonal and relationship-building skills.  
• Ability to work evenings, weekends, and holidays as needed during peak event seasons. 
• Requires ability to walk, stand, and navigate outdoor environments in varying weather conditions.  
• Occasional lifting of equipment or event materials (up to 30 lbs).  

Sustainability Goals 

City Park employees must strive to decrease our environmental footprint by continually seeking ways to reduce waste and energy usage, care for natural Park habitat and wildlife, and to serve as models to our patrons to do the same through education and example. 

Physical Demands 

The physical demands described here are 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 functions. While performing this job, the employee is frequently required to stand, walk, sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk, hear, taste or smell. The employee must frequently lift and/or move up to 30 pounds and rarely lift and/or move up to 85 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently exposed to outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, high, precarious places, fumes, or airborne particles, toxic or caustic chemicals, extreme cold and heat, risk of electrical shock, explosives, and vibrations. The noise level in the work environment is usually loud.