Operations Coordinator - National Cherry Blossom Festival, Inc.

National Cherry Blossom Festival, Inc. is seeks an Operations Coordinator (part time & full time, seasonal contract position) for the upcoming 2025 National Cherry Blossom Festival. This person will aid the Director of Programming on planning and executing events such as, but not limited to, Sakura Taiko Fest and Oxon Run Pinknic. Additionally, they will support the Director of Programming and the Operations Manager in both an administrative and supplemental planning role on events such as Festival Launch Event & Official Artwork Reveal, Pink Tie Party, Blossom Kite Festival, and Petalpalooza®. They will be rolled into a supporting role for day-of duties at events such as Press Conference, Opening Ceremony, and National Cherry Blossom Festival Parade®.

Company Description

The National Cherry Blossom Festival, Inc., a 501(c)(3) not-for-profit organization based in Washington, DC, is dedicated to promoting the beauty of nature and international friendship through year-round programs, events, and educational initiatives that enhance our environment, showcase arts and culture, and build community spirit.

Scope of Work

This person will aid the National Cherry Blossom Festival’s Programming Team supporting heavily in administrative roles and procurement of permits. Additionally, they will have direct oversight of event production and operations for supplemental Festival events.

EVENT PERMITTING

•Facilitate and secure all official licenses and permits, as mandated by the Mayor’s Special Event Task Group (MSETG) checklist and related agencies; as well as National Park Service (NPS) / United States Park Police

•For all agencies

• Prepare and submit applications / request for services
• Work with NCBF throughout the planning process to ensure applicable agencies are updated as it relates to timelines and layouts; troubleshoot as necessary
• Attend meetings with NCBF and answer any questions regarding details of submission
• Work with NCBF to identify outstanding documentation or payments and assist with follow up with necessary parties as appropriate
• Obtain approved permit and finalize payment and paperwork as necessary on collection
• Hold approved permit(s)/documentation as appropriate on day of Events
• Liaise with agency representatives onsite accordingly

•Execute and maintain “No Parking” signage plan, including initial posting and daily replacement of missing signs as necessary

•Compile information and submit on behalf of NCBF after-action reports to MSETG and NPS

EVENT PRODUCTION

For events such as Sakura Taiko Fest and Oxon Run Pinknic

•Develop and execute all production and logistical plans and timelines to include:

• Programmatic elements
• Food and beverage
• Sponsorship activations and benefits fulfillment
• Event logistics

•Manage vendors, supplies, and equipment related to production and logistical matters including, but not limited to:

• Site/Venue Management
• Communications (ex. Radios)
• Contingency Planning
• Fencing
• Golf Carts
• Incident Management
• Operations
• Parking
• Power
• Restrooms
• Security
• Signage and Collateral
• Sound, Lighting, and Staging
• Staffing
• Stage Management
• Tents, Tables, and Chairs
• Waste Management

•Work with Director of Programming to curate the programmatic elements of the events.

•Liaise with and fulfill logistical needs of external providers of the programmatic elements, food and beverage, and sponsorship activations and benefits fulfillment.

•Manage site plans and asset management documents.

•Assist Festival staff in liaising with venue representatives.

•Assist Festival staff in liaising with local community.

•Attend and conduct necessary meetings and site visits.

•Keep the Festival apprised of financial, production, and logistical issues.

ADMINISTRATIVE SUPPORT

•Be the liaison between the Programming Team and Business Operations Team to process necessary paperwork including agreements, contracts, purchase orders, and expense vouchers.

•Assist Director of Programming and Operations Manager with scheduling, email correspondence, and other administrative tasks as needed.

ON-SITE LOGISTICS & MANAGEMENT

•Assist overseeing load-in and load-out.

•Assist in management of vendors, equipment, and supplies.

•Work closely with the Operations Crew to ensure the Production Plan is being implemented accurately.

•Establish and manage the Operations Center in cooperation with Festival staff and lead volunteers.

•Monitor and resolve any production and logistical issues that may arise.

ON-SITE SUPPORT

In addition to duties outlined above, the Operations Coordinator is expected to assist with the load-in, day-of support, and load-out for all 2025 National Cherry Blossom Festival events*, including but not limited to:

• Launch/Artwork Reveal: November 21, 2024
• Press Conference: TBD early March 2025
• Pink Tie Party: March 14, 2025
• Opening Ceremony: March 22, 2025
• Blossom Kite Festival / Sakura Taiko Fest: March 29, 2025
• Petalpalooza®: April 5, 2025
• Oxon Run Pinknic: April 6, 2025 (TBC)
• National Cherry Blossom Festival Parade®: April 12, 2025
• Dates subject to change

OTHER FESTIVAL SUPPORT

•Participate in weekly All Team meetings to gain thorough understanding of the inner workings of the Festival

•Participate in weekly Programming Team meetings to gain thorough understanding of the programming plan and contribute to the success of the 2025 National Cherry Blossom Festival’s programs and events.

•Assist Programming Team with additional needs as they arise.

•Stay flexible and adaptable to the needs of the Programming Team as changes continue to occur.

POST-EVENT/ DELIVERABLES

•Inventory equipment and remaining supplies.

•Assist in returning any supplies to sponsors and/or ensure proper storage of supplies.

•Assist in reorganizing the storage spaces.

•Assist in writing thank you notes.

•Ensure the final version of documents are updated and located in the appropriate location in the server.

•Assist with final payments and budget reconciliation.

•Create a wrap-up report.

Compensation and Benefits

$25,000.00. This position is not eligible for benefits.

Time Commitment

7 month Contract Role – November 1, 2024 – May 31, 2025

•Estimated schedule:

• Part time: November 1, 2024 - February 28, 2025
• Full time: March 1 – April 30, 2025
• Part time: May 1 – 31, 2025

•Attend weekly programming meetings

•Attend planning meetings and event rundown meetings

•On-site events including weekend Festival events, nighttime events

•Ability to work at NCBF office at least two days per week

Qualifications

•Two or more years of proven success in an administrative role and event production for large public events in outdoor settings

•Past experience with interpreting budgets, and submitting paperwork for financial processing

•Excellent ability to multi-task responsibilities while maintaining organizational control of event operations and customer service

•Knowledge of business productivity software and an aptitude for learning new applications

•Detail oriented and organized with an ability to multi-task

•Ability to demonstrate calm under pressure and manage a variety of people

•Capable of doing physical work (lifting boxes, being on your feet for long hours, event set-up, etc.)

•Comfortable working in both office and outdoor settings (rain, cold, mud, sun, wind, etc.)

•Demonstrated ability to take initiative and troubleshoot difficult situations

•Computer proficiency in Microsoft Office required; familiarity with Slack, and Monday.com, preferred