Event Coordinator for ArtNight Pasadena

The City of Pasadena’s Cultural Affairs Division is seeking a qualified individual, firm, or business to serve as the Event Coordinator for its twice‑annual ArtNight Pasadena festivals (October 2026 and March 2027). The coordinator will manage all phases of event planning, execution, and post‑event reporting, acting as the primary liaison between the City, 24 partner organizations, vendors, transportation services, and volunteers (≈60‑90). Responsibilities include securing permits, budgeting, supervising contractors and volunteers, coordinating marketing and communications, overseeing mini‑grant administration, and ensuring on‑site logistics such as shuttle services, signage, and equipment set‑up. The contract runs from 09/01/2026 to 06/30/2027 (≈10 months) with a flexible, month‑to‑month work schedule and occasional weekend work. Submissions must be delivered electronically by August 31, 2026; questions are due by August 24, 2026. • Lead planning, budgeting, and permitting for two large‑scale cultural events (≈11‑15 k attendees each) • Supervise ~12 contractors and 60‑90 volunteers, including Docent and Transportation coordinators • Manage vendor contracts, printing, mailing, and mini‑grant processes • Coordinate city services (traffic, parking, public works, health, IT, shuttle buses) • Oversee marketing, social‑media, website, and brochure production in multiple languages • Provide on‑site event day management, issue resolution, and post‑event reporting • Must have ≥5 years experience with large public cultural events and familiarity with municipal codes and procurement processes