Fair & events manager

Position Summary:

Under the supervision of the Assistant County Administrator, the Fair and Events Manager is responsible for the planning, coordination, administration, promotion, operation, and continued development of the Morrow County Fair & Rodeo, its facilities and activities held on the fairgrounds throughout the year. This highly visible, community-facing position serves as the primary coordinator among Morrow County, the Fair Board, Rodeo Board, OSU Extension, 4-H and FFA programs, livestock participants, vendors, sponsors, contractors, volunteers, and community organizations.

The position oversees fair operations, coordinates facility uses and events, administers fair-related financial activities, develops sponsorships and revenue opportunities, and promotes the fair’s role in Morrow County’s agricultural and rural communities. The Fair and Events Manager works collaboratively with County administration, the Fair Board, and community partners to ensure successful fair operations, responsible financial management, effective use of fairground facilities, and the long-term sustainability of the fair.

Supervisory Responsibilities:

No direct reports. Oversee volunteers and event staff during Fair.

Essential Functions:

Fair Planning and Operations:

Plan, organize coordinate, and oversee the annual Morrow County Fair, including scheduling, registration, exhibits, livestock programs, judging, vendor activities, contracts, entertainment and fair-related documentation. Develop, prepare, and maintain the annual Fair Premium Book, coordinating updates to rules, entry requirements, schedules, classes and other program information, and ensure timely publication and distribution in both print and online formats. Establish and maintain planning procedures, timelines, and operational processes to support efficient preparation and execution of the fair. Coordinate setup, daily operations, and teardown; direct and coordinate activities among vendors, participants, entertainers, volunteers, contractors, and other personnel; while addressing operational needs and resolving problems. Ensure required materials, records, communications and arrangement are prepared in advance. Assure proper fair building maintenance and cleanliness. Work with the Fair Board and General Maintenance Manager to establish building needs and long-term maintenance plans.

Fair Board and Agricultural Program Coordination:

Facilitate coordination and communication with the Fair Board, including meetings, documentation, and follow-up on assigned responsibilities. Work with OSU Extension, 4-H, Morrow County Livestock Growers and FFA leaders, livestock participants, superintendents, and agricultural organizations to coordinate exhibits, livestock shows, judging, awards, and related educational activities. Support positive relationships among participants, families, volunteers, and program representatives. Develop and maintain an annual fair planning calendar with clearly established deadlines. Establish and enforce, entry and contract deadlines, and monitor compliance with fair rules.

Vendor, Contractor, and Fairground Event Coordination:

Coordinate and oversee vendors, concessionaires, contractors, sponsors, service providers, and event partners for the annual fair, and other events held on the fairgrounds. Manage event arrangements, agreements, scheduling, facility use, vendor requirements, and logistical needs in coordination with appropriate County personnel. Provide direction and coordinate activities among event participants and service providers to support organized operations, effective communication, public safety, and a positive experience for exhibitors and visitors.

Volunteer and Personnel Management:

Recruit, train, supervise, schedule, and coordinate fair volunteers. Establish expectations, assign responsibilities, provide direction, and coordinate volunteer activities to support fair operations and year-round events. Coordinate County employees and other personnel assigned to fair activities, promoting effective communication, accountability, and collaboration among staff, volunteers, Fair Board members, vendors and community partners. Establish and maintain effective working relationships with coworkers, subordinates, supervisors, elected officials, community partners, and the public.

Sponsorship and Revenue Development:

Develop and maintain relationships with existing sponsors and cultivate new sponsorships, partnerships, and outside funding opportunities. Create sponsorship packages and recognition opportunities, coordinate sponsor activities, and maintain accurate records of sponsorship commitments and benefits. Identify opportunities to increase participation, generate revenue, and support the long-term financial sustainability of fair and fairgrounds.

Marketing, Communications, and Community Relations:

Develop and implement marketing, communications, and community outreach strategies to promote fair and fairground activities. Coordinate advertising, social media, website content, public information, and communications with exhibitors, vendors, sponsors, media, and the public. Build relationships with local businesses, agricultural organizations, civic groups, and community partners to strengthen participation and community support.

Financial and Administrative Management:

Develop, monitor, and report on the annual fair budget in coordination with the County and Fair Board. Track revenue and expenditures, prepare and process invoices for advertising and sponsorships, and coordinate the collection and tracking of associated payments. Maintain detailed and accurate reports for tracking, grant application purposes, donation funds, and participating agencies. Manage invoicing and payment collection for recreational vehicle (RV) space rentals at the fairgrounds all year. Coordinate payments to judges, vendors, contractors, and other service providers, and maintain accurate financial records and supporting documentation. Work with County Finance and other departments to ensure compliance with applicable County purchasing, contracting, payment, collection, and accounting procedures. Maintain organized records and prepare periodic financial and operational reports for County administration and the Board of Commissioners. Review, analysis, and oversee federal, state, county, or city statutes, administrative rules, policies and procedures to ensure the Morrow County Fair is in compliance. Represent the interest of Morrow County in accordance with policies, procedures, and standards established by the Fair Board.

Year-Round Fairground Coordination:

Coordinate and support events, activities, and facility use occurring outside the annual fair, including collaboration with Rodeo Board and other event organizers. Coordinate year-round event planning and facility rentals, including administering facility rental agreements, coordinating event requirements, maintaining rental records, and ensuring applicable procedures are followed. Oversee the coordination and administration of fairground recreational vehicle (RV) space rentals, including rental arrangements, invoicing, payment collection, and related records. Identify opportunities to increase fairground utilization. Performs related duties as assigned to meet business needs.

Qualifications:

Education:

High School Diploma or GED

Experience:

Two years of experience in an office requiring the use of general office skills and equipment. One-two years of experience in event management, community development, nonprofit administration, tourism, public administration or a related field; or an equivalent combination of education and experience. Experience coordinating volunteers, community organizations, vendors, businesses, or public events. Ability to manage multiple priorities, meet deadlines, maintain accurate records, and coordinate activities involving diverse stakeholders. Ability to establish and maintain effective working relationships with County personnel, elected and appointed officials, community partners, and members of the public. Must acquire and retain membership of the Oregon Fairs Association within first 6 months of employment.

Preferred Qualifications:

Knowledge of agriculture, rural communities, and agricultural education programs. Experience with county fairs, 4-H, FFA, livestock programs, or large community events. Experience with sponsorship development, fundraising, grant administration, or revenue generation. Experience with budgeting, financial administration, purchasing, and contracts. Experience with marketing, public relations, social media, and community outreach. Familiarity with Morrow County and its agricultural, business, and community organizations.