Food & Beverage Coordinator

National Cherry Blossom Festival, Inc. seeks a Food & Beverage Coordinator (part-time seasonal contract position) for the upcoming 2025 National Cherry Blossom Festival.

This position will work with the Director of Programming in planning, managing, and overseeing the operation of food and beverage services at Festival events including, but not limited to, Festival Launch Event & Official Artwork Reveal, Pink Tie Party, Blossom Kite Festival, and Petalpalooza®.

Additionally, they will be rolled into a supporting role for day-of duties at events such as Press Conference, Opening Ceremony, and National Cherry Blossom Festival Parade®.

Food and beverage services include small scale catering, restaurant recruitment, crew meals, and food trucks / outdoor food vendors for outdoor events.

• Additional duties include serving as the License Manager for Special Event Liquor License for Petalpalooza® ensuring compliance with DC laws and regulations;
• coordinating product ordering, deliveries and storage; overseeing inventory control and management; securing bids, preparing contracts, and overseeing the onsite operations of outside caterers, food trucks, restaurants, and Festival food vendors to ensure they have the required documents and are following venue policies;

and sourcing commercially supplied food and beverage for crew meals.Company DescriptionThe National Cherry Blossom Festival, Inc.

a 501(c)(3) not-for-profit organization based in Washington, DC, is dedicated to promoting the beauty of nature and international friendship through year-round programs, events, and educational initiatives that enhance our environment, showcase arts and culture, and build community spirit.

Scope of WorkThis person will aid the National Cherry Blossom Festival’s Programming Team primarily focusing on event food & beverage tasks. Duties include :

Assist in all aspects of planning a large food vending operation to include selection and administration of food vendors, execution of field operations and appropriate follow up.

Duties to include menu selection and pricing, vendor contracting and administration, gathering and execution of production requirements, writing copy for media, and supervision on show days.

• Assist in planning and coordination of two stages of cooking demonstrations.
• Coordinate all aspects of any required VIP, Artist, and Sponsor catering to include menu development, placing and coordination of orders and deliveries, invoicing and vendor reimbursement.
• Coordinate all aspects of compliance with the DC Department of Health.
• Assist in planning and execution of staff crew meals.
• Assist in any additional administrative duties including managing phone calls and e-mail, processing large mail-outs (via email), assembling pe-event logistics packets, tracking of insurance certificates, correspondence, fee processing, etc.
• Oversee all vendor databases, spreadsheets, organizational documents, and interdepartmental reports and requests.
• Other duties as assigned.RESTAURANT SOLICITATION
• Work with NCBF to target, solicit and confirm 25 NCBF-preferred restaurants for Pink Tie Party.
• Act as NCBF’s central point of communication for Pink Tie Party restaurants, receiving applications, reviewing contracts, maintaining weekly progress reports with restaurants, providing final dinner orders, and assisting in any conflict resolution.
• Secure necessary details such as participant menu items and restaurant logos.
• Work with NCBF communications division to coordinate and promote participants.
• Oversee post-event wrap up with restaurants, including writing and sending thank you emails; and soliciting feedback for improvement of the experience.SMALL EVENT CATERING
• Work with venue caterer to provide menu options indicative of the needs of the event and in keeping with the theme of the event
• Be responsible for preliminary menu selections and provide suggested menus to NCBF for review and approval
• Plan and oversee a tasting for the NCBF team to finalize menus, if applicable
• Review catering agreements to ensure the food and beverage requirements for the event are being met
• Provide guarantees in consultation with NCBF based on attendance
• Oversee catering staff onsite to ensure that food functions are set in a timely fashion and that service is being executed smoothly and efficientlyFOOD TRUCK COORDINATION
• Serve as the primary contact for food truck vendors before, during and after Oxon Run Pinknic and Petalpalooza®.
• Serve as the primary contact with RGI for food truck vendors before, during and after Blossom Kite Festival.
• Oversee Application outreach to recruit participation of a curated-variety of food trucks.
• Oversee contracts and invoicing process for selected food truck vendors.
• Draft and send arrival instruction and on-site information to participating food trucks leading up to Petalpalooza®.
• Collaborate with Operations Manager and ops crew to identify food truck load-in timeline and logistics.
• Coordinate with Director of Programming, Operations Manager and Marketing Design Manager on language and logos for inclusion on Event signage and any additional collateral materials created
• Draft and send post-event survey to food truck participants.EVENT PRODUCTION
• Work with Director of Programming and Operations Manager to develop and execute all food & beverage logistical plans and timelines to include :
• Infrastructure
• Event menus
• Vendor Insurance
• Arrival, setup, and strike of food vendors
• Work with Operations Manager and Event Operations team to manage vendors, supplies, and equipment related to food & beverage logistical matters including, but not limited to :
• Station Management
• Contingency Planning
• Health and Safety (EMS, Fire, etc)
• Operations
• Parking
• Power
• Safety & Security
• Signage and Collateral
• Staffing
• Tents, Tables, and Chairs
• Waste Management
• Obtain price quotes and contracts as needed.
• Work closely with the Director of Programming, Programming Team, Sponsorship, and Marketing Team to develop and implement Production Plans.
• Liaise with and fulfill logistical needs of external providers of food & beverage and merchandise sales.
• Maintain inventory of equipment and supplies in storage.
• Assist in managing site plans and asset management documents.
• Assist Festival staff in liaising with vendor representatives.
• Assist Festival staff in liaising with local community.
• Secure crew meals for Opening Ceremony, Blossom Kite Festival, Petalpalooza, and Parade
• Attend and conduct necessary meetings and site visits.
• Keep the Director of Programming apprised of financial, production, and logistical issues.EVENT MANAGEMENT
• Work with Director of Programming to curate the programatic elements of events.
• Serve as POC for catering staff at events
• Solicit contracts and coordinate food vendors / food trucks for Blossom Kite Festival, Petalpalooza, and Parade (if necessary)
• Be the liaison between the Programming Team and Business Operations Team to process necessary paperwork including agreements, contracts, purchase orders, and expense vouchers.
• Assist Director of Programming with scheduling, email correspondence, and other administrative tasks as needed.EVENT OPERATIONS
• Implement Health & Safety plans at events via coordination with vendors.
• Implement Transportation & Traffic Management plans at events via coordination with vendors.
• Acquire documentation and approvals related to all required permits and applications (District of Columbia agencies and National Park Service).

ON-SITE LOGISTICS & MANAGEMENT

• Oversee load-in and load-out of all food & beverage vendors.
• Manage vendors, equipment, and supplies.
• Work closely with the Operations Crew to ensure the Food & Beverage Sales Plan is being implemented accurately.
• Monitor and resolve any production and logistical issues that may arise.ON-SITE SUPPORTIn addition to duties outlined above, the Operations Manager is expected to lead the load-in, day-of support, and load-out for all 2025 National Cherry Blossom Festival events*, including but not limited to :
• Launch / Artwork Reveal : November 21, 2024
• Press Conference : TBD early March 2025
• Pink Tie Party : March 14, 2025
• Opening Ceremony : March 22, 2025
• Blossom Kite Festival : March 29, 2025
• Petalpalooza® : April 5, 2025
• Oxon Run Pinknic : April 6, 2025 (TBC)
• National Cherry Blossom Festival Parade® : April 12, 2025*Dates subject to changeOTHER FESTIVAL SUPPORT
• Participate in weekly All Team meetings to gain thorough understanding of the inner workings of the Festival
• Participate in weekly Programming Team meetings to gain thorough understanding of the programming plan and contribute to the success of the 2025 National Cherry Blossom Festival’s programs and events.
• Assist Programming Team with additional needs as they arise.
• Stay flexible and adaptable to the needs of the Programming Team as changes continue to occur.POST-EVENT / DELIVERABLES
• Inventory equipment and remaining supplies.
• Coordinate the return of any supplies to sponsors and / or ensure proper storage of supplies.
• Assist in writing of thank you notes.
• Ensure the final version of documents are updated and located in the appropriate location in the server.
• Assist with final payments and budget reconciliation.
• Create a wrap-up report.Compensation and Benefits$12,500. This position is not eligible for benefits.Time Commitment
• 8 month Contract Role September 15, 2024 May 15, 2025
• Attend weekly programming meetings
• Attend planning meetings and event rundown meetings
• On-site events including weekend Festival events, nighttime events
• Ability to work at NCBF office (Downtown DC) at least two days per weekQualifications
• Bachelor’s degree (or equivalent) in culinary arts, hospitality management, or related field
• Multiple years of financial and account reporting experience
• Ability to effectively communicate
• Past experience providing food & beverage for large public events.
• Detail oriented and organized with an ability to multi-task
• Ability to demonstrate calm under pressure and manage a variety of people
• Capable of doing physical work (lifting boxes, being on your feet for long hours, event set-up, etc.)
• Comfortable working in both office and outdoor settings (rain, cold, mud, sun, wind, etc.)
• Demonstrated ability to take initiative and troubleshoot difficult situations
• Computer proficiency in Microsoft Office required; familiarity with Slack, and Monday.com preferred
24 days ago