The San Mateo County Event Center is a public assembly facility which hosts a wide variety of events and produces the San Mateo County Fair and operates the Jockey Club, a satellite wagering facility for horseracing as well as a full-service catering and food service operation. The Fair Coordinator is responsible for all aspects of the administration of Fair vendors, concessionaires and community entertainers. Plan and implement special Fair related, promotional events and activities.
Commercial/Concessionaire: Responsible for all aspects of the administration of Fair vendors, year-round communication with current and potential vendors of the Fair. Responsible for meeting and exceeding annual budget projections. Coordinate vendor applications, vendor selection, negotiations with vendors regarding booth space size and location, manage vendor space layout, set up, move out and other vendor related responsibilities including the management of vendors when on-site. All aspects of contract administration including contract preparation, payment processing, verifying insurance and any required permits. Update and enforce the vendor participation handbook an on annual basis.
Exhibit Departments: Develop and implement fair management department goals, objectives, policies and procedures; participate as a member of the management team; assist in the development and implementation of long and short term strategic and organizational plans. Oversee the planning and administration of department operations and pre-Fair events. Work with website technician to ensure information is up to date at all times on the Fair website and in the Showorks entry software.
Social Media/Website Content: Be knowledgeable of overall Fair activities for the purpose of providing content for social media posts. Develop content and post on Fair’s website, Facebook, Twitter, Instagram, Pinterest, YouTube, and Tumblr accounts. Work with PR and Media contractors in order to create useful e-newsletters and press releases. Develop e-blasts on Constant Contact and participate in creating video/web content.
WFA Achievement Awards: At the conclusion of each Fair, responsible for developing content and writing professional reports and entries for the Western Fairs Association’s Achievement Awards Program.
Database Management: Maintain current contact information for all Fair advisory groups, Junior Fair Board and volunteers.
Layouts: Creating, maintaining, and updating layouts for the needs of Fair staff on Social Tables system.
Team-Building Events: Continuation of the internal team-building events for office staff. Responsibilities to include the conceptualization of the event, acquiring materials needed for the event, and encouraging participation by internal staff.
Community Partner Program: Process agreements for the Fair’s community partner program, assemble thank you and fulfillment packets for businesses/organizations, fulfilling donation requests with Fair Family Fun Packs, attending and participating in monthly CNAP meetings, and also assist in solicitation efforts for the program.
Healthy Food Fare: Assist in the implementation of the Healthy Food Fare program amongst concessionaires. Act as liaison between the Fair and the San Mateo County Public Health Department. Distribute, collect and follow up on Healthy Food Fare concessionaire applications. Maintain database of healthy food options and process website updates. Facilitate the creation of signage used for the Healthy Food Fare and monitor all concessionaires.
Front Desk: Provide backup support to the front desk and assist in lunch coverage for front desk staff.
Events: Assist in the preparation of event details including calling clients and collecting event information; collecting, verifying, and filing certificates of insurance, seller’s permits, and temporary health permits while submitting them to appropriate organizations on-time, preparation and mailing of user agreements, processing payments and distributing receipts, creation of event plans and layouts, providing on-site, logistical support, and sending an equipment request list to maintenance.
Event Coordination: On a limited basis provide on-site coordination of events at the center. This may include, on occasion, variable work hours including the weekend.
Perform additional duties as assigned.
Excellent computer skills including proficiency with Microsoft Office. Knowledge of Constant Contact, Social Tables and EBMS software a plus.
Proficient in all aspects of applicable business social media including but not limited to Facebook, Twitter, Flickr, Yelp, Instagram, etc.
Ability to build and maintain positive working relationships with management, co-workers, clients and customers using principles of good customer service.
Willingness to be flexible and work with the changing work load, and sudden shifts in priorities without losing focus on the “big picture”.
Requires a willingness to take on new responsibilities and challenges as well as being open to change and to considerable variety in the workplace.
Ability to communicate effectively, both orally and in writing. Excellent spelling, grammar and written English skills required.
Strong organizational and follow up skills.
Requires being punctual, responsible, reliable and dependable to fulfill job obligations.
Work long and irregular hours during the annual County fair and selected events.
Any combination of education, experience and training that would provide the required knowledge and abilities to perform the responsibilities of this position. High school diploma or equivalent.
Possession of or ability to obtain a valid California driver’s license and current automobile insurance.
Ability to pass a criminal background check.
About San Mateo County Event Center
The San Mateo County Event Center is a public assembly facility which hosts over 400 events per year, manages the San Mateo County Fair and operates the Jockey Club, a satellite wagering facility for horseracing.