Events Coordinator

Job Type: Full-time, hourly, non-exempt

Reports to: Community Relations Manager

The Bar Harbor Chamber of Commerce is seeking an individual to join our team as our Event Coordinator. The Bar Harbor Chamber of Commerce represents members from nearly 400 independent businesses and helps thousands yearly as part of its services. Services include assisting more than 100,000 visitors annually at its Visitor Information Center and Information Kiosk, producing and distributing 100,000 planning guidebooks annually through trade shows, mailings, and information centers, and executing events such as Bar Harbor’s July 4th Celebration, Early Bird Pajama Sales & Bed Races, and member networking events. 

Bar Harbor is a town that thrives on its signature moments - from the flair of Art in the Park to the magic of the Early Bird Pajama Sala and Bed Races. The Event Coordinator is the creative and logistical force behind the Chamber’s annual calendar. We are looking for a high-energy, detail-obsessed professional who can take a vision and turn it into a flawlessly executed reality that delights residents, visitors, and business owners alike.

Essential Duties and Responsibilities:

1. Event Planning & Execution

• Project Management: Create and manage detailed timelines, "run-of-show" documents, and task lists for all Chamber events.
• Logistics: Coordinate site layouts, tent rentals, signage, electrical needs, and waste management for outdoor festivals.
• On-Site Management: Serve as the "point person" on event days, managing setup, breakdown, and troubleshooting in real-time.
• Permitting: Work closely with the Town of Bar Harbor and Acadia National Park to secure necessary permits and ensure safety compliance.

2. Vendor & Volunteer Relations

• Vendor Management: Recruit and vet vendors, artisans, and performers. Manage contracts and ensure all insurance requirements are met.
• Sponsorship Fulfillment: Work with the Community Relations Manager to ensure event sponsors receive their promised visibility (signage, mentions, booth space).
• Volunteer Recruitment: Build and lead a reliable "Chamber Crew" of volunteers to assist with greeting, ticketing, and event support.

3. Financial & Post-Event Analysis

• Budgeting: Manage individual event budgets, tracking expenses and revenue to ensure financial goals are met.
• Evaluation: Conduct post-event "debriefs" to analyze attendance, ROI, and feedback, providing recommendations for future improvements.

Qualifications:

• Experience: 2–4 years of experience in event planning, hospitality, or festival production.
• Stamina: Ability to stay on your feet for long shifts during event weekends and handle the physical demands of event setup.
• Communication: Strong interpersonal skills; you must be comfortable negotiating with an upset vendor one minute and greeting a VIP donor the next.
• Calm Under Pressure: A proven track record of maintaining a "cool head" when unexpected challenges (like a sudden Maine rain shower) arise.
• Software: Proficiency in Google Workspace and project management tools (e.g., Monday.com or Trello). Experience with Canva and Adobe’s InDesign software are a plus.
• Local Knowledge: A deep understanding of the Bar Harbor/MDI business landscape and seasonal tourism cycles.
• Detail-Oriented: A natural organizer who finds satisfaction in a perfectly balanced spreadsheet and a streamlined filing system.
• Transportation: Possession of a valid driver’s license and access to a reliable, insured personal vehicle for travel throughout Mount Desert Island and the surrounding region.

Physical Needs:

• Must be able to remain in a stationary position for extended periods.
• Occasional lifting of boxes (e.g., Guidebooks or event supplies) up to 30 lbs.
• Must be available to work on-site in Bar Harbor, including occasional weekends during peak festival seasons.

Note: This job description is intended to provide a general overview of the position. It is not intended to be an exhaustive list of duties and responsibilities

Compensation & Benefits:

This is a full-time, hourly, non-exempt position with hourly wages from $22 per hour to $24 per hour. The offer will be commensurate with experience. Employee benefits include paid time off, paid holidays, and a retirement contribution plan with employer match. Employee benefits also include an option to participate in employer-subsidized health and dental insurance. The position requires an estimated 40-hour work schedule per week with limited opportunities for overtime during certain weeks/events. This position does not include employee housing.

Location:

The position will be primarily based in downtown Bar Harbor.

How to Apply:

To apply, submit a resume, cover letter, and contact information for three references to careers@visitbarharbor.com.

The Bar Harbor Chamber of Commerce is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The Bar Harbor Chamber encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, previous criminal conviction, and veteran status.

The application deadline is 11:59 p.m. on Thursday, April 30th. Interviews will occur on a rolling basis.