Colorado Railroad Museum

Event Coordinator

Organization: Colorado Railroad Museum

Position: Event Coordinator

Pay Range: $50,000 to $58,000/year

At the Colorado Railroad Museum, we believe there’s something amazing about trains. We work hard every day to create extraordinary opportunities for learning in a fun and interactive environment. We also work hard to engage members, donors and supporters at all levels and from all walks of life in the work of the museum. To accomplish these goals, we bring together a dynamic team of talented individuals, both paid and volunteer, whose passions range from locomotive restoration to exhibit design, to developing engaging programs to offering only the best in customer service and the guest experience. We offer a comprehensive benefits package for full-time employees, competitive wages, and a supporting, fun and rewarding work environment.

The Colorado Railroad Museum seeks a friendly, creative, and organized individual to oversee its portfolio of annual events. From THE POLAR EXPRESS™ Train Ride and Day Out With Thomas™ to one- and two-day themed events, the Museum’s Events Manager oversees event design, layout, setup/teardown, vendor contracting, and event operations, coordinating with a team of paid and volunteer staff who carry out much of the actual work. This individual is part of the Management Team and establishes event staffing levels, and working together with the Museum’s Volunteer Coordinator, creates position descriptions and assists with recruitment for volunteers who support and staff each event. In coordination with the Museum’s contracted facility rental vendor, the Events Manager also ensures private rental events are planned, supported and staffed for success.

Position: Event Coordinator
Schedule: Full-time, 40 hours/week, schedule varies per Museum needs
Rate: $50,000 to $58,000/year
Reports to: Deputy Director

Responsibilities and Essential Functions: Events
• Collaborates with team members on planning and implementing Museum events and cultural celebrations ranging from receptions, fundraisers, and educational programs.
• Works with Volunteer Manager to recruit and schedule volunteers for all events.
• Oversees all aspects of private events and works with corporate partners on rentals that they book.
• Is responsible for set-up and tear down of all events.
• Creates a Museum process for events from concept, training, pre-production, purchase orders, event day, post-production, invoicing and analysis.
• Manages submission process for event permits, licensing, and certification.
• Oversees timely processing of program logistics, including soliciting and negotiating with contract rates and terms for venues, vendors for services such as transportation, speaker agreements, signage, displays, ADA special needs, and others as needed.
• Assists Finance Team with budget and budget revision planning, tracking, check processing, reconciliations, and annual audit as it pertains to events.
• Maintains calendar and documentation of Museum and private events. Communicates upcoming needs to staff regarding events.
• Builds and adheres to an event budget to avoid project overruns.
• Works with Director Education to engage a growing high-quality roster of family-focused performers, educators, and partners to augment event programming with a focus on education.
• Other duties as assigned

Job Requirements
• Ability to communicate with guests and co-workers in a direct, respectful and confident manner.
• Takes initiative in problem solving situations and works well independently.
• Ability to lead an on-going group of volunteers in a way that supports them and keeps them focused and engaged.
• Ability to adjust to shifting job duties, responsibilities and priorities.
• College degree, preferably BA in Business or Hospitality Management or other related field OR a significant amount of experience in event planning and coordination.

Physical Demands
The physical demands described here 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 functions.
• Ability to move, transport, position, load, unload and set up materials and equipment (up to 50 lbs).
• Ability to climb stairs and negotiate ladders
• The ability to stay on one’s feet for extended periods of time, including extensive walking
• While performing the duties of this job, the employee is required to move about the Museum and communicate with guests, including young children.

Additional Information
• This position is subject to a probationary period not to exceed six months.
• Minimum age: 21
• The Colorado Railroad Museum is an at-will employer.

The Colorado Railroad Museum is an equal opportunity employer. The Museum is dedicated to the goal of building a culturally diverse staff committed to serving the needs of all our visitors and we encourage applications from individuals of all backgrounds.