Role: Event Day Operations Lead (Volunteer)
What they do
This role is ongoing for special events like Juneteenth: Bridging Communities and Imagination Fest. The goal is to make this a grant funded role in time. This role might require some light admin work like phone calling for an hour or two a week before festival launch. Most of the work will be done for one day for each festival. The Event Day Operations Lead is the on-the-ground right hand for the event. They help keep the day running smoothly by coordinating volunteers, keeping activities on schedule, supporting vendors/partners, and troubleshooting small issues so the event lead can focus on programming, partnerships, and overall leadership.
Key responsibilities
- Pre-event check-in (light planning): 1–2 short check-ins in the week leading up to the event to review the run-of-show, site map, and roles.
- Volunteer coordination: confirm volunteer arrival times, assign stations, provide quick direction, and handle volunteer breaks.
- Vendor/partner support: greet vendors/partners, confirm placement, answer basic questions, and ensure setups follow safety rules (tents weighted, clear walkways, etc.).
- Run-of-show management: keep a copy of the schedule, call time reminders, and help transitions between activities.
- Troubleshooting: handle small issues (missing supplies, signage needs, lines forming, station flow) and escalate major issues to the event lead.
- Safety + flow: monitor crowd flow, keep pathways clear, and coordinate with the event lead on any safety concerns.
- Wrap-up: help confirm cleanup assignments and make sure the site is left orderly.
What success looks like
- Volunteers know where to go and what to do
- Stations run on time and feel organized
- Vendors feel supported
- The event lead is free to host, manage partners, and handle higher-level decisions
