Event Operations Manager

POSITON SUMMARY

The Event Operations Manager leads operational planning, permitting, site logistics, safety, infrastructure, and onsite readiness across National Cherry Blossom Festival events. The role serves as both the accountable Event Owner for designated events and the Festival’s primary internal authority for operational readiness, site compliance, and physical execution where others lead..

Working closely with the Senior Event Manager, department leads, production contractors, civic agencies, and site partners, the Event Operations Manager translates approved programming, creative concepts, and sponsor activations into safe, feasible, and executable operational plans.

For assigned events, the role also leads cross-functional Event Pods, manages operating budgets, oversees designated personnel and contractors, and ensures accountability from planning through onsite execution and closeout.

Reports to: Vice President

KEY RESPONSIBILITIES

Event Leadership and Cross-Functional Accountability

• Serve as the accountable Event Owner for assigned events, leading the Event Pod and serving as the primary person responsible for event success from planning through execution and closeout.
• Assign responsibilities, establish timelines and deadlines, and oversee seasonal staff, volunteers, committees, contractors, and onsite event leads.
• Translate approved program, creative, sponsor, and guest-experience needs into practical and feasible operational plans, coordinating closely with other event leads as needed.
• Maintain event timelines, track action items and follow-up responsibilities, monitor event readiness, and elevate significant scope, safety, capacity, or budget issues to the Vice President.

Site operations, production integration and logistics

• Own NCBF operational requirements and approve or oversee site/zone plans, infrastructure, traffic/transport, equipment, storage, signage locations, and accessibility.
• Coordinate venue, street, park, and multi-property sites; plan guest, staff, vendor, talent, sponsor, media, and emergency access and movement.
• Lead or oversee operating schedules, vendor arrivals, deliveries, load-in/load-out, site readiness, daily checklists, and restoration for assigned events.
• Direct assigned operations teams; oversee external production/logistics partners against agreed scopes without duplicating their field-command responsibilities.
• Maintain asset and inventory controls, storage and distribution plans, and event closeout records including deficiencies, returned materials, and lessons learned.

Permitting, agency coordination, and public-space compliance

• Own and manage assigned NCBF permit processes and agency coordination efforts, serving as the primary NCBF point of contact for permitting authorities and partner entities, including NPS, District agencies, site authorities, venues, and property partners.
• Maintain a permit tracker and property approval matrix covering site rights, use agreements, insurance, deadlines, conditions, approved plans, inspections, and amendments.

• Advise internal teams on public-space, site, access, traffic, and operational constraints that may affect event plans.
• Maintain copies of required permits and ensure proper permits and required signage are posted onsite.
• Escalate agency, permit, or compliance concerns to the VP and relevant internal leads in a timely manner.

Health, safety, transportation, and traffic management

• Coordinate qualified partners on health/safety, emergency access, security interfaces, weather response, crowd circulation, traffic, road closures, and accessibility.

• Establish and train staff on event-day communication protocols, including chain of command, incident escalation, readiness assessments, and go/no-go or event modification recommendations within approved authority.

• Lead physical arrival, queueing, wayfinding, ingress/egress, and front-of-house operating plans where assigned; respect venue and agency authority.

Contractors/vendors, financial stewardship, and partner handoffs

• Develop contractor requirements and vendor schedules; verify scope delivery, safety/site conditions, insurance, invoices, and production-readiness handoffs.
• Manage operating budgets for assigned events, tracking estimates, commitments, cost-to-complete, changes, shared costs, and closeout with Finance.
• Secure authorized approval before contracts or cost/scope changes; coordinate procurement and payment documentation with Business Operations and Finance.
• Specify operational signage purpose, quantity, location, installation limits, and approval path; Marketing & Communications owns design and designated contractors fabricate/install.
• Confirm operational feasibility for approved sponsorship, retail, hospitality, and activity needs; respective functional leads retain their program and commercial decisions.

REQUIRED QUALIFICATIONS

• Bachelor’s degree or equivalent professional experience.
• Minimum of 3–5 years of demonstrated experience in event operations, festival operations, public events, site logistics, civic events, venue operations, or related work.
• Demonstrated experience with permit acquisition and agency coordination in Washington, DC or a comparable public-event environment.
• Strong understanding of site logistics, public-space operations, vendor coordination, load-in/load-out, infrastructure, traffic, transportation, and safety planning.
• Excellent project coordination, time management, and organizational skills.
• Ability to manage multiple events, deadlines, vendors, and operational details simultaneously.
• Strong communication and writing skills.
• High attention to detail and concern for accuracy, safety, and operational excellence.
• Ability to work collaboratively across departments and with external partners.
• Ability to exercise professionalism, discretion, and good judgment with staff, board members, vendors, agencies, volunteers, partners, and stakeholders.
• Proficiency in Microsoft Office and/or Google Workspace.
• Experience with project management or collaboration tools such as Monday.com, Asana, Slack, or similar platforms.
• Ability to work non-traditional hours, including evenings, weekends, and extended hours during peak Festival periods.

PREFERRED QUALIFICATIONS

• Experience with large outdoor festivals, parades, public-space events, parks, street closures, waterfront events, or multi-day public programs.
• Experience working with District of Columbia agencies, National Park Service, public safety partners, transportation vendors, or permitting entities.
• Experience managing operations crews or onsite logistics teams.
• Experience supporting accessibility planning, severe weather planning, emergency action planning, or crowd management.
• Experience with nonprofit events or mission-driven cultural organizations.
• Familiarity with Washington, DC event production environments.

CORE COMPETANCIES

• Operational ownership
• Agency and permit coordination
• Site and traffic planning
• Contractor and budget management
• Safety and accessibility
• Cross-functional accountability
• Calm onsite decision-making

As an integral part of the NCBF team, this full-time salaried exempt position participates fully in and leads the production and execution of all Festival events. This requires regular onsite work at outdoor events, extended periods of standing and walking across event sites, the ability to lift and move event materials and equipment, and the physical stamina to perform hands-on event setup, operations, and breakdown activities. The role also requires flexibility in changing weather conditions and during peak Festival schedules.

COMPENSATION/BENEFITS

Salary range: $60,000 - $65,000/year. Benefits package includes health insurance with prescription drug, dental, and

eye plans (substantially underwritten by NCBF); annual and sick leave; short-term and long-term disability; life

insurance; flexible spending account; 401K plan with safe harbor contributions eligible 6 months after hire;

parking/transit subsidy, office location in Downtown Washington, DC.

The National Cherry Blossom Festival is an Equal Opportunity Employer (EOE).