Program and Event Coordinator

Position Overview

The Program and Event Coordinator is an entry-level, full-time, exempt, salaried position responsible for the coordination and execution of events and programs related to the KidsFit Program, Education Program, Indy Mini Post Race Party, Rookie Run, and the Vending Program. The position is part of the Operations Team and reports to the Program and Event Senior Manager.

Responsibilities

• Provide day-to-day management and event operations for the KidsFit Program, including but not limited to:
• Collaborate with the Marketing team to develop communication timelines, program newsletters, and printed materials for program participants
• Manage registration solicitation and tracking of information throughout all registration processes
• PRACTICE consistent and proactive engagement with enrolled schools and teachers to ensure a positive program experience
• Develop and distribute curriculum pieces to participating schools and collaborate with the Program and Event Senior Manager to implement programmatic updates
• Cover recruitment efforts, registration processes, and all communication with schools for the KidsFit Final 5K and Mobile Runs. Facilitate Mobile Runs at schools throughout the state of Indiana. Approximately 5 full-day events in the month of May.
• Provide day-to-day management and event operations for the Education Program Mobile Study Trips, including but not limited to:
• Facilitate Mobile Trips at schools throughout the state of Indiana. Approximately 12 full-day events in the month of March.
• Manage registration solicitation and school selection process for all trip dates
• Manage all pre-trip communications with coordinating teachers and vendors
• Collaborate with the Volunteer Coordinator to ensure that all volunteer needs are met for all trip dates
• Provide day-to-day management and event operations for the Indy Mini Post Race Party, including but not limited to:
• Oversee all aspects of the Indy Mini Post Race Party, including site layout, setup and teardown, event timelines, logistics, budgets, vendors, and city partners.
• Collaborate with the VP of Operations to facilitate Mini-Marathon Committee meetings and establish relationships with key committee members
• Oversee the Course Entertainment Program for all 500 Festival running events and Spirit Squad Competition for the Mini-Marathon
• Provide day-to-day management of the event operations of the Rookie Run, including but not limited to:
• Collaborate with the Marketing and Registration teams to develop promotional timelines, participant materials, registration timelines, and event design needs.
• Coordinate with the Program and Event Manager on event logistics and lead all event-day operations, including setup, execution, and teardown, to ensure a successful participant experience.
• Provide day-to-day management of the Vending Program
• Recruit, coordinate, and manage food and beverage vendors for all 500 Festival events.
• Oversee vendor operations on-site during events and coordinate permitting and licensing with the Marion County Health Department and the Indiana Department of Health.

Qualifications

• Bachelor’s degree from a four-year college or university
• 1–2 years of experience in program coordination, event planning, or community outreach
• EXCELLENT interpersonal, verbal, and written communication skills
• STRONG organizational and project management abilities
• CULTURAL competence and a passion for working with diverse communities
• PROFICIENCY with Microsoft Office
• ABILITY to work independently and collaboratively in a fast-paced environment

Additional Requirements

• MUST be available to work a flexible schedule, including long hours, early mornings, evenings, and weekends, especially throughout the spring event season
• OccASIONAL lifting (up to 50 lbs.) and event setup required

Benefits

• Medical, dental, and vision insurance
• 401(k) plan
• Paid time off and holidays
• Professional development opportunities
• A dynamic, mission-driven work environment

Equal Opportunity Employer Statement

The 500 Festival is proud to be an Equal Opportunity Employer. We welcome applicants of all backgrounds and do not discriminate based on race, gender, veteran status, disability, sexual orientation, or any other legally protected status.