JOB DESCRIPTION
Pride Fest Venue Coordinator
Positions Available: 1–2
Event Date: April 17, 2027
Reports To: Pride Fest Event Director / Planning Committee
About the Role
We're looking for one or two organized, detail-oriented individuals to oversee the layout, logistics, appearance, and physical setup of Pride Fest 2027. As Venue Coordinator, you'll help transform the festival grounds from an empty space into a vibrant, welcoming, and functional event for thousands of attendees.
This role works closely with every committee to ensure vendors, entertainment, sponsors, the parade, children's area, food vendors, and volunteers all have the space and infrastructure they need to succeed. In addition to logistics and layout planning, you'll help shape the overall look and feel of Pride Fest through event décor, signage, and festival presentation. If you enjoy planning, problem-solving, and creating memorable event experiences, this is an excellent opportunity to make a major impact on Pride Fest.
What this Position Entails
• Develop the Festival Layout: Create and maintain the overall event map, including vendor areas, food vendors, entertainment spaces, sponsor locations, children's activities, parade staging, information booths, and attendee flow.
• Coordinate Venue Logistics: Work with the venue and festival leadership to ensure all space, access, parking, and operational needs are addressed.
• Collaborate with Committee Chairs: Meet with committee leaders to understand the needs of their areas and incorporate those requirements into the festival layout.
• Develop the Festival Decor Plan: Create a cohesive plan for decorating the festival grounds using the event layout as a guide. Work with committee members to create a welcoming, festive, and visually appealing Pride experience throughout the venue.
• Coordinate Event Signage: Oversee the placement of festival signage, including directional signage, sponsor recognition signage, stage signage, informational signs, and other event branding throughout the grounds.
• Manage Festival Decor Inventory: Utilize existing decorations, signage, banners, and event materials owned by The Sanctuary while maintaining an inventory of available items.
• Recommend Future Purchases: Identify decorations, signage, equipment, and infrastructure that would improve the festival experience and develop recommendations for future purchases and improvements.
• Collaborate on Site Layout: Work closely with the Vendor Coordinator to finalize the event layout and assist with booth placement and site preparation during setup.
• Manage Setup Planning: Coordinate timelines and logistics for event setup and breakdown activities.
• Oversee Equipment Placement: Coordinate placement of tents, tables, stages, barricades, signage, generators, and other event infrastructure.
• Monitor Site Safety and Accessibility: Help ensure the festival grounds remain safe, organized, and accessible for attendees, vendors, volunteers, and performers.
• Troubleshoot Event-Day Issues: Assist with resolving venue-related challenges and logistical issues throughout the festival.
• Coordinate Volunteer Needs: Work closely with the Volunteer Coordinator to identify staffing needs for venue operations. Communicate the number of volunteers required, their responsibilities, shift times, and any special skills needed. Ensure adequate volunteer coverage for setup, event operations, signage installation, decorating, and breakdown.
• Coordinate Setup and Breakdown: Oversee the setup and removal of festival decorations, sponsor signage, stage signage, directional signage, and venue-related materials before and after the event.
What We're Looking For
• Strong organizational and project management skills.
• Ability to think strategically and solve problems.
• Comfortable coordinating multiple teams and priorities simultaneously.
• Strong communication and teamwork skills.
• Ability to visualize event layouts and attendee flow.
• Experience with event planning, logistics, operations, project coordination, or venue management is beneficial.
• Ability to work collaboratively with committee members, vendors, volunteers, and sponsors.
• A genuine love for the LGBTQ+ community and a commitment to creating a safe, welcoming, and visually engaging event.
Time Commitment
• Leading Up to the Event: Ongoing planning, layout development, logistics coordination, décor planning, inventory management, and committee collaboration throughout the planning process.
• Festival Setup: Significant involvement in coordinating setup activities, decorating the grounds, placing signage, and ensuring all event areas are properly prepared.
• Event Day (April 17, 2027): Full availability required to oversee venue operations, address logistical needs, and help ensure the festival grounds remain organized and welcoming throughout the day.
• Festival Breakdown: Coordinate cleanup, equipment removal, signage removal, décor collection, and venue restoration activities.
• Volunteer Planning: Provide volunteer staffing needs to the Volunteer Coordinator in advance of the event and assist with volunteer direction related to venue operations during setup, event hours, and breakdown.
• Attend all meetings – We work together to come up with dates that work for everyone.
Why This Role Matters
The Venue Coordinator helps create the foundation on which the entire festival is built. Every vendor booth, performance, activity, sponsor space, and attendee experience depends on thoughtful planning and organization behind the scenes.
Beyond logistics, the Venue Coordinator helps create the atmosphere attendees experience when they arrive. From colorful decorations and sponsor recognition to clear signage and thoughtful event design, this role helps transform the fairgrounds into a vibrant celebration of pride and community.
By coordinating the festival grounds and logistics, you'll play a critical role in ensuring Pride Fest is safe, efficient, welcoming, and enjoyable for everyone who attends.