CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
SPECIAL EVENTS PRODUCTION COORDINATOR
This is special events production work planning, scheduling, and carrying out detailed
arrangements for a variety of ceremonial activities and special events. Work includes adapting
the most appropriate and obtainable City resources to the specific ceremonial activities and
special events through an awareness of those resources and the appropriate use and coordination
of site-staging, physical plant, talent and promotional capabilities. Establishing and maintaining
effective work relationships with City officials, community leaders, private businesses and
representatives of civic organizations and other governmental agencies, and presenting a
favorable public image of the City are of major significance to the work. Employees may direct
activities during events and may work evenings and weekends during events. Work is performed
under the supervision of the administrative superior.
(The following conditions must be met for a position to be approved for this class.)
- Work must be performed in the City Representative's Office or in Fairmount Park.
- An employee in this class must plan, schedule, coordinate and carry out detailed
arrangements for various City ceremonial and entertainment events.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Arranges for ceremonial activities; notifies participants of their role in the ceremony;
notifies City publicity agency of time and place of the ceremony; gathers information from
sponsoring organization regarding protocol, possible security arrangements and other
requirements; notifies appropriate City officials of background information and of action to be
taken; arranges appropriate site, physical properties, floral decor, and entertainment.
- Coordinates city-wide and community special events, such as Freedom Festival, Easter
promenade, and Restaurant Festival; develops specific program agenda; obtains necessary
approvals for program content; arranges for celebrity participants; prepares budget, contracts,
parking facilities, entertainment, and publicity as required.
- Receives requests for proclamations, citations, welcomes, and tributes which require the
participation of major City officials; obtains background information from sponsoring individuals
or organizations; participates in composing proclamations and arranges ceremonial presentations;
notifies City publicity agency of time and place of event; directs the work of volunteers
participating in ceremonial or special events.
- Drafts brochures and advertising copy to promote programs; publicizes and promotes
programs and events directly to interested parties; contacts newspapers and magazines to solicit
free publicity; meets with news media to explain and promote events; meets with sponsors and
private sector business representatives to promote financial sponsorship for events.
- Receives requests from organizations for the use or rental of City-owned facilities for
those organizations' special events; ascertains nature of the organization and its proposed use of
the facility; evaluates information for compatibility with existing City policy, appropriateness
of intended use, and availability of facility; explains facilities and services available for rent;
explains costs of renting facilities; approves or denies request; notifies appropriate parties of
decision; prepares contracts and collects fees.
- Makes travel and hotel reservations for dignitaries; arranges for security and protective
services for foreign visitors and other officials; confers with hotel managers and caterers to work
out arrangements for testimonials, luncheons, dinners and similar events; prepares guest lists,
invitations, and menus for such activities.
- Advises City officials, civil and related organizations, and local, state and national
officials on matters of protocol as applied to City events; advises on appropriate ceremonial and
other items to be presented to visitors.
- Attends ceremonial and special event functions to insure that all arrangements are carried
out at site of the event; assists in preparation of facilities for specific events; may direct activities
of security and custodial staff during and after events; makes introductions and provides
assistance and information to participants and public; resolves procedural situations which may
arise; inspects site for property damage.
- Performs related work as required.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
- protocol and the rules of etiquette as they apply to municipal functions.
- Park operations, if required by work assignment.
- public relations principles and practices.
- English usage, grammar, sentence structure, punctuation, and spelling.
- fundamental public relations practices and procedures.
- cultural and civic groups and their functions.
- the functions of municipal agencies.
- office practices and procedures.
- plan and organize ceremonial functions, official dinners, and recreational and entertainment events.
- meet and work effectively, diplomatically and courteously with national, state, and local
governmental and civic officials, business representatives and visiting dignitaries.
- present ideas effectively, both orally and in writing.
- prepare news releases promoting special events.
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE
(The following statement
represents the minimum training and experience standards which will be used to admit or reject
applicants for tests. Applications submitted by candidates for this class will be reviewed based
on training and experience requirements as approved on 8/92.)
- Completion of a bachelor's degree program at an accredited college or university.
- Three years of experience in special events production work planning, scheduling, and
carrying out ceremonial and special events.
Or any equivalent combination of education and experience determined to be acceptable
by the Personnel Department that has included the specific experience described above.
- One year of experience directing the activities of staff during planning and execution of
PHYSICAL AND MEDICAL REQUIREMENTS
- Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
PAY RANGE: EP20
CSC - 1/1981 ; Ad Board - 2/1981
Latest Spec. Revision:
CSC - 4/1996 ; Ad Board - 5/1996
END OF JOB CLASS SPECIFICATION - 2J46