Fair & Special Events Coordinator

Clallam County is seeking to hire a Fair and Special Events Coordinator to lead the planning, coordination, and oversight of the annual Clallam County Fair and other special events held at the Fairgrounds as part of the Parks, Fair & Facilities Department. This position provides functional supervision of part-time fair staff and actively contributes to program and budget planning and implementation. The role involves promoting the County Fair and year-round events, working closely with on-site maintenance staff to ensure successful event setup, execution, and cleanup. Evening and weekend hours are required based on event schedules.

• Coordinate with the fifteen (15) member Fair Advisory Board, 4H and FFA leaders, barn/building superintendents and other user groups, within and outside the organization,

• Plan and supervise the County Fair and other off-season Fair-related special events and promotions.
• Work to optimize the utilization of the Fairground site, buildings, and other amenities through renting the facilities to outside organizations for activities and special events.
• Play a crucial role in budget development and performance by collaborating with key team members to create the annual fair budget.
• Work with key team members to identify capital needs and develop capital plans.
• Utilize historical data and cost-benefit analyses.
• Monitor expenditures, analyze variances, recommend budget requests, and prepare detailed reports and recommendations.
• Showcase accountability and reliability through compliance with state, county, and department financial codes and procedures.
• Coordinate with department management, staff, volunteers, to program and facilitate activities of County Fair and Fairgrounds activities. Ability to work with on-site maintenance workers to coordinate event set-up/clean-up, maintenance projects and daily maintenance issues.
• Assign, supervise and evaluate the work of part-time Fair staff, advise, assist and train subordinates as necessary; participate in the selection of new employees and make recommendations to the Director regarding hiring, discipline, transfer and termination of subordinate employees.
• Research and track best practices and innovative approaches to incorporate in the Fair event and for the utilization of Fairground facilities.
• Provide direct on-site supervision during special events and Fair activities either during normal business hours or after hours and/or weekends.
• Maintain records and manage rental activities, prepare appropriate reports and concession agreements related to the operation of the Fair and other events utilizing Fairground facilities.
• Assist with routine cleaning and sanitation of buildings used for special events and assist with hanging of decorations and preparing buildings and facilities for programs.
• Participate in regularly scheduled department staff meetings, Fair Advisory Board meetings, appropriate seminars, workshops and special meetings on approval of the Director.
• Coordinate the resolution of complaints, problems or emergencies affecting the availability or quality of services and follow up in a timely and appropriate manner.
• Gather, interpret and prepare data for studies, reports and recommendations. Coordinate department programs with other departments and government agencies.
• Establish and maintain effective working relationships with other employees, volunteers, elected officials, Fair Board members and the general Public
• Initiate contracts with/for Fair vendors, agencies, non-profits, private events, vehicle storage, 4H/FFA sponsored events, and other miscellaneous user groups for use of Fairgrounds and Facilities.

1. Develop high-quality content tailored for social media and advertising.
2. Coordinate with marketing and content consultants to implement comprehensive marketing and advertising campaigns across various platforms, including social media, search engines, display networks, terrestrial and print media, and other targeted niche initiatives.
3. Regularly analyze campaign performance to identify improvements and coordinate with the Director and consultants to adjust.
4. Stay informed about trends and best practices in social media marketing.
5. Create and maintain social media profiles for a consistent online presence.
6. Engage with followers and foster a community around the fair.
7. Collaborate with influencers to broaden reach.
8. Maintain a tracking calendar for timely content releases.
9. Gather and analyze data on engagement, customer behavior, and campaign performance.

Education and Experience:

• High school diploma or GED required.
• Associates degree in event planning, public relations, communications, hospitality management, or a related field is strongly preferred.
• Specialized training or certification in event planning, marketing, or public communications is desirable.
• Minimum of three years of progressively responsible experience coordinating, managing, promoting, or operating fairs, festivals, or similar large-scale public events.
• Demonstrated ability and experience in communications, marketing, or digital media, including website management and public outreach.
• Demonstrated ability to work collaboratively across departments, community organizations, and with vendors to plan and execute public-facing events.
• Strong interpersonal skills with experience in customer service and community engagement.

• Excellent written and verbal communication skills, with the ability to adapt messaging for various audiences.
• Proficiency with digital platforms, including social media (e.g., Facebook, Instagram), email marketing tools, and website content management systems.
• Ability to design promotional materials using tools such as Canva, Adobe Creative Suite, or similar software.
• Effective project management skills, including the ability to coordinate logistics, manage timelines, track budgets, and respond to challenges as they arise.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced, public-facing role.

• Team-oriented mindset with a proactive and collaborative approach to work.
• Passion for community engagement, local events, and public service.
• Creative and resourceful, with the ability to develop innovative solutions and ideas.
• Flexible and responsive to changing circumstances and priorities.
• Professional, dependable, and committed to delivering high-quality results.

For a complete copy of the job description - click HERE