The Town of New Market – Events & Pavilion Coordinator

• Events & Pavilion Coordinator
• Department: Parks and Recreation
• Reports to: Mayor
• FLSA Status: Non-Exempt
• Employment Status: Part-time (20 hours per week)
• Pay Range: $26,000 – $29,120
• Filing Deadline: Open until filled

Position Summary

The Events & Pavilion Coordinator is responsible for managing all bookings and rentals for the town’s open-air event pavilion, supporting the planning and promotion of town events, and overseeing marketing and publicity efforts across multiple channels. This role serves as a primary liaison between the town, local businesses, and community partners to ensure successful events and effective communication. The coordinator will manage both digital and traditional advertising for events and for the event pavilion.

The ideal candidate is community-minded, detail-oriented, and energized by creating memorable public events. They enjoy building relationships, juggling multiple tasks, and bringing ideas to life through both creative marketing and hands-on coordination.

Essential Duties and Responsibilities

Pavilion Launch & Management

• Manage all bookings, inquiries, reservations, and contracts related to the open-air event pavilion.
• Coordinate scheduling, availability, and logistical needs for renters.
• Serve as the primary point of contact for prospective and confirmed renters.
• Maintain accurate records of rental agreements, payments, insurance requirements, and usage logs.
• Identify and recommend a digital platform for rental scheduling and management.
• Develop and maintain rental procedures documentation.
• Create rental rules, guidelines, and materials for renters.
• Direct renters and event volunteers to obtain all required permits for pavilion use or events.
• Maintain a schedule for custodial services for routine and post-event clean-up.

Event Planning & Coordination

• Assist in planning, organizing, and executing town-sponsored events.
• Support logistics, including vendor coordination, volunteer management, setup/breakdown planning, and event day coverage.
• Work with town volunteers to ensure compliance with required permits, safety protocols, and event guidelines.

Marketing & Publicity

• Manage social media related to town events and the event pavilion, including content creation, scheduling, and audience engagement.
• Develop marketing strategies to promote pavilion rentals and increase community and volunteer engagement in town events.
• Create and distribute promotional materials such as flyers, newsletters, brochures, and digital graphics.
• Coordinate non-digital advertising efforts, including print ads, posters, signage, etc.

Community & Business Liaison

• Serve as a key point of contact for local businesses involved in or affected by town events.
• Build and maintain positive relationships with merchants, civic groups, and community organizations.
• Coordinate sponsorships, partnerships, and collaborative promotions for events.

Knowledge, Skills, and Competencies

• Strong organizational and project-management skills.
• Proficiency with social media platforms and basic graphic design or content-creation tools.
• Excellent written and verbal communication skills.
• Ability to work evenings or weekends during events, as needed.
• Comfortable engaging with the public and working collaboratively across departments.

Education and Experience

• Education: High school diploma or GED required.
• Experience: Experience in event planning, hospitality, communications, or related fields preferred.
• Licenses/Certifications: Valid State driver’s license required.

Physical and Work Environment Requirements

• Combination of office work, onsite event support, and outdoor pavilion interaction.
• Requires occasional lifting, carrying, or setting up event materials.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job in accordance with the Americans with Disabilities Act (ADA) and applicable state law.

The Town of New Market is an Equal Opportunity Employer. The Town does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable federal, state, or local law. The Town will provide reasonable accommodations to qualified individuals with disabilities as required by law.