Event Coordinator – contract position

Posted on:
Categories: Employment

Eastside Heritage Center
Begins immediately and runs through mid-July, 2018

Eastside Heritage Center (EHC) is a non-profit organization based in Bellevue, WA that maintains and preserves the largest collection of artifacts, photos and archival material related to East King County, and focuses on sharing this collection with the community through exhibits, books, presentations and a wide variety of education programs. The annual Bellevue Strawberry Festival is EHC’s signature event, through which the organization endeavors to bring the Eastside community together to promote public involvement in and appreciation of Eastside history.

The Bellevue Strawberry Festival is an annual two day community event that draws an attendance of over 50,000, and includes over 100 craft, sponsoring businesses and food vendors, live entertainment, fresh strawberry shortcake, a mini-museum with heritage exhibits and hands-on history activities, a Touch-a-Truck Event (Sat. only), a Classic Auto Show (Sun. only), and a Family Fun Area with carnival games, pony rides, a giant slide, inflatables, and more. The Festival recruits over 150+ volunteers each year, who are primarily high school students from the Bellevue School District.

The Event Coordinator position for this Festival is a contracted or temporary position that will begin immediately and continue through the first two weeks of July, 2018.

Compensation: Contract position or hourly rate based on experience.

Duties & Responsibilities: The Festival Coordinator reports to EHC’s Executive Director and Board of Trustees. Duties include:

  • Vendor Coordination: Over 100 vendors participate in the Strawberry Festival each year. This includes food, craft, merchandise, non-profit, informational, and sponsor booths. This position is responsible for soliciting vendor participation, coordinating the registration process, communicating event scheduling and placement, creating and distributing event day documents, and overseeing event-day vendor logistics and needs. In addition, this position will be responsible for post-event vendor communication and accounting.
  • Family Fun Area: Families with young children are a core demographic of Strawberry Festival attendees. The Festival Coordinator will be responsible for coordinating all elements of the Family Fun Area, including contracting with gaming/inflatable companies and independent contractors, load-in/load-out logistics, and signage creation.
  • Entertainment (sub-contracted): Entertainment runs all day long in 30-45 minute sets from the Festival Main Stage, featuring a wide variety of performance styles. The Festival Coordinator oversees the work of the subcontractor for soliciting entertainers, responding to applications, booking performances, and ensuring all logistical needs are in place. The Festival Coordinator will be responsible for booking and communicating with the Festival MC.
  • PR & Marketing: The Festival Coordinator will be responsible for booking, soliciting and creating all event advertising with sub-contractors, the City of Bellevue, in-kind media partnerships and free event listing opportunities. The Festival Coordinator will be responsible for distribution of Festival yard signs, posters and flyers.
  • Touch-a-Truck Show: The Touch-a-Truck event is held in one of the Festival sites parking lots at Crossroads Park on Saturday of the Festival. The Festival Coordinator will be responsible for soliciting ‘truck’ related participants from local companies, and load-in/load-out logistics.
  • Classic Auto Show: The Classic Auto Show is held in the same lot as the Touch-a-Truck event on Sunday of the Festival. The Festival Coordinator will be responsible for overseeing participant registration, ordering event supplies, communicating scheduling logistics with participants, and soliciting a volunteer Auto Show Manager to assist with running the event on-site.
  • Festival Logistics: The Festival Coordinator oversees all elements of the Strawberry Festival logistics, including grounds layout, set-up and tear-down coordination, rental equipment, sound, power, sanitation, public and vendor parking, shuttle, decorations, signage, etc. The Festival Coordinator is the primary liaison to the City of Bellevue for use of Crossroads Park and all necessary special event permits. Finally, the Festival Coordinator is expected to be on-site at the event from set-up through tear-down (Thursday through Monday), overseeing the entire Festival and ensuring all elements run smoothly.
  • Volunteer Coordination Assistance: Over 150+ volunteers participate in the Strawberry Festival each year. The primary demographic of the Strawberry Festival volunteers is high school students in grades 9th-12th. This position will assist the Volunteer Coordinator (sub-contracted) with soliciting volunteer participation, coordinating the application process, assigning positions, communicating scheduling and event details, creating and distributing event documents, and overseeing event day volunteer management.
  • Budget & Financial Management: The Festival Coordinator will track expenses and budget items in review with the EHC Executive Director. Any expenses beyond those budgeted will need to be reviewed by the EHC Board of Trustees for approval.

Time Commitment: The Festival Coordinator must be available to begin work immediately upon being hired. An estimated hours-per-week are as follows:

  • January, 5hrs/wk (in the EHC office 1x every 2 weeks)
  • February, 5-10hrs/wk (in the EHC office 1x every 2 weeks)
  • March, 10-15hrs/wk (in the EHC office 1x per week)
  • April, 20-25hrs/wk (in the EHC office 2x per week)
  • May, 25-30 hrs/wk (in the EHC office 3x per week)
  • June, 35-40+ hrs/wk, including weekends (postering), (in the EHC office every day); plus full event “days” commitment, Thursday through Monday (approx. 56 hours).
  • July (first two weeks), 10 hrs/wk (in the EHC office 2-3x per week)

*Negotiable for time spent in EHC office*

Ongoing Communications and Progress Reports: Regular updates and written reports will be provided to the EHC Executive Director and Board of Trustees on a monthly basis, with the possibility of bi-weekly or even weekly updates available beginning in April. The Festival Coordinator will need to be available for in-person meetings once per month from January through April. Bi-weekly meetings are likely starting in May.

Eastside Heritage Center Will Be Responsible For: Primary volunteer coordination, sponsorship, community partnerships, heritage programming activities, event-day cash control, and Strawberry Shortcake Booth.


  • Ability to work a flexible schedule including evenings and weekends, specifically around the clock scheduling for the set-up and tear-down duration of the Festival (6/21-6/25).

  • 3+ years of prior experience in event planning and event management

  • Education in Marketing, Event Planning, Communications or related field preferred.

  • Excellent written and verbal communication skills.

  • Able to respond to inquiries, questions and tasks in a timely manner.

  • Expert knowledge in Microsoft products (Word, Excel, Outlook, PowerPoint, Publisher).

  • Extremely organized and self-motivated.

  • Able to multi-task and juggle multiple projects while being interrupted regularly.

  • At least 21 years of age and possess a valid driver’s license.

  • Must be comfortable driving (and parking) a U-Haul.

  • Ability to work as part of a team, and in high stress situations.

  • Ability to lift and/ or push a minimum of 40-50lbs.

  • Ability to stand and move for extended periods of time (8-12 hours per day) during Festival set-up and tear-down duration (6/21-6/25).



    Eastside Heritage Center Office: McDowell House, 11660 Main Street, Bellevue, WA 98005

    Bellevue Strawberry Festival Site: Crossroads Park, 999 164th Ave NE, Bellevue, WA 98008

    To apply: Please send a cover letter and resume to EHC’s Executive Director, Josh Gannis at Director@eastsideheritagecenter.org or fax to 425-450-1050.


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AKCHO was established in 1977 to encourage cooperation among historical organizations; promote and encourage the study and preservation of the history and heritage of King County through member organizations, individual members, and the community they serve; and support such preservation efforts through public awareness and understanding of legislative issues.

The Heritage Advisor welcomes submissions of news items, calendar items, and opinion columns from AKCHO members, HA subscribers, and readers. Articles are limited to 300 words and they should have a strong relevance to historic preservation and heritage issues in King County, Washington. Submission of an article does not guarantee publication. AKCHO does not pay for published submissions. All articles are subject to review by AKCHO staff. Please send your article within the body of an email (no attachments, please) to heritageadvisor@akcho.org.

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AKCHO was established to encourage cooperation among historical organizations and to promote and encourage the study and preservation of the history and heritage of King County through member organizations, individual members, and the community they serve, and to support such preservation efforts through public awareness and understanding of legislative issues.

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