Public Events Coordinator

Denver Botanic Gardens is a leading botanical garden in Denver focused on connecting people with plants through world-class exhibitions, education, and conservation. The Public Events Coordinator supports planning and on-site execution of public events, primarily at Chatfield Farms, ensuring logistics, documentation, and stakeholder coordination run smoothly.

• Coordinate logistical and programmatic components of public events, including site layouts, event documents/diagrams, setup/teardown plans, and on-site operations.
• Support execution of major Chatfield Farms events such as Lavender Festival, Corn Maze, Pumpkin Festival, and Trail of Lights.
• Coordinate communications with internal departments and external stakeholders under event leadership direction.
• Prepare meeting agendas/materials; attend meetings and document notes and action items.
• Coordinate volunteer needs (role summaries, scheduling, assignments, and participation in trainings).
• Assist with vendor, performer, and partner coordination (documentation, guidelines, scheduling, communications).
• Source and coordinate rental equipment and vendors to support event operations.
• Prepare night-of-show binders/materials and support training of event execution teams.
• Coordinate contract security and law enforcement logistics, including service requests, coverage schedules, agreements, and invoice processing.
• Coordinate staff and volunteer meals for event days.
• Coordinate permit and liquor license applications, documentation, and compliance as assigned.
• Track event expenses and revenues; process invoices; assist with reconciliation, reporting, and budget spreadsheets.
• Maintain tasks and project plans in project management software, tracking deadlines, instructions, and status updates.
• Travel offsite occasionally for departmental/event needs and support events at York Street as needed.
• Perform assigned setup, staffing, operations, and teardown duties; provide on-call coverage when required.

• High school diploma/GED and/or equivalent combination of education and experience.
• Minimum 2 years of public events experience.
• Valid driver’s license.
• Ability to manage multiple events/priorities in a fast-paced environment; proactive, reliable self-starter and team player.
• Strong communication, customer service, interpersonal skills; ability to present information and respond to questions from managers, customers, and the public.
• Ability to write reports, agendas, and meeting minutes; maintain confidentiality.
• Detail-oriented, flexible, and able to maintain stability under pressure and adapt plans throughout the day.
• Basic accounting knowledge is a plus.
• Preferred familiarity with Social Tables, Talech, Figma, Wrike, or similar project management software.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Physical requirements: comfortable using ladders, electric pallet jacks, and golf carts; lift/maneuver up to 50 lbs occasionally; perform physical outdoor labor multiple days in varied weather.
• Commitment to safe work practices and respectful, positive representation of the organization.

• Full-time position supporting events primarily at Chatfield Farms, with possible support at York Street as needed.
• Flexible schedule required, including mornings, evenings, weekends, holidays, overtime as necessary, and on-call responsibilities throughout the year.
• Up to 25% travel required, including travel to remote or other garden locations.
• On-site attendance may be required; remote work may be available at management discretion and based on performance standing.
• Benefits for eligible employees may include medical, dental, vision, life insurance, FSA/HSA, short- and long-term disability, EAP, paid holidays/vacation/sick time, RTD ECO pass, and retirement plan with 6% company contribution after one year of service.
• Perks may include complimentary Gardens membership, access to education classes, and summer concert tickets (eligible employees).