Seasonal Competitive Exhibits Coordinator

2 weeks ago

Tampa, United States The Florida State Fair Authority Full time

Join Our Team as a Seasonal Competitive Exhibits Coordinator

Are you a proactive, organized individual with a passion for leadership? We are looking for a dynamic team player to join us as a Seasonal Competitive Exhibits Coordinator. The season runs from August to March, providing an exciting opportunity to showcase your skills in a fast-paced setting. If you're ready to take on a new challenge and contribute to a vibrant team, we want to hear from you.

About the Role and the Company:

Responsible for coordinating the Creative Living competitive exhibits. Work to create a positive experience and awareness of the department's goals, functions, and organizational alignment. Support the Executive Director and Director of Agribusiness in coordinating all competitive exhibit programs and day-to-day operations of the Florida Center throughout the fair duration. Take charge of managing these programs from inception to completion, ensuring seamless execution.

Key Responsibilities:

  • Annually review competition handbooks, premium lists, program details, vendors, demonstrators, and contest judging criteria to ensure they are current, relevant, and aligned with FSFA objectives. Assess if fees and award payouts are suitable.
  • Update and maintain the ShoWorks program for all competitive entries, including setting up online entries on the website, downloading entries into our system, and reconciling all online payments. Collaborate closely with administrative staff to verify exhibitor entries are accurately submitted, ensuring precision in applications, exhibit display labels, and other data. Ensure judging results are accurately recorded and posted online for public viewing.
  • Oversee exhibitor and vendor logistics, including drop-off and pick-up coordination before, during, and after the fair. Develop and plan competitions held during the fair, ensuring smooth execution. Also, coordinate any special exhibits or entertainment, ensuring an engaging experience for attendees.
  • Design captivating displays and layouts within the Florida Center to complement the showcased arts and crafts. Collaborate with builders to supervise the coordination of competitions and displays, ensuring seamless execution. Conduct reviews to refine layout, programming, and functionality for process improvements.
  • Contact, hire, and schedule judges for competitive exhibits. Establish judging criteria, handle logistics for their participation, and manage paperwork and payments. Prepare judging sheets and records and publish winners.
  • Negotiate fees with judges, entertainment, and paid demonstrators. Create contracts for each situation.
  • Create annual expense and personnel budgets in collaboration with Accounting and management approval. Responsible for financial transactions, including purchases, sales, award payments, and budget maintenance.
  • Collaborate with Event Services to ensure cleaning and maintenance needs are met throughout the fair.
  • Secure sponsorships for events and underwrite new awards and prizes. Contract and track payments, include sponsorships in promotional materials, and collaborate with Marketing's Graphic designer.
  • Coordinate, train, and work with fair volunteers, working with the volunteer coordinator to assess needs and schedules.
  • Manage communications with all exhibitors, vendors, and program participants for outgoing correspondence and mailings.
  • Liaise with community organizations and associations to communicate effectively and recruit participants.
  • Develop work procedures, processes, schedules, and priorities through comprehensive analysis and research. Update Creative Living Process documents annually.
  • Other duties as needed.

Leadership/Supervisory Responsibilities:

Directly supervise up to 25 employees and volunteers based on seasonal needs. Manage and allocate resources in line with company policies, laws, and goals. Responsibilities include hiring, training, developing employees, assigning work, appraising performance, and addressing complaints.

The Florida State Fair Authority is committed to maintaining a drug-free workplace and promoting equal employment opportunities.

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