Utah Arts Alliance Events Beverage & Bar Operations Coordinator

Position Summary: The Events Beverage & Bar Operations Coordinator oversees all aspects of bar setup, staffing, and alcohol service for Utah Arts Alliance festivals and events. This role ensures compliance with UDABC and Health Department regulations, manages inventory and equipment, and supports sponsorship and branding efforts. The coordinator recruits and trains bar staff, creates event-specific drink menus, tracks sales and expenses, and oversees bar set up and tear down for each event or festival. Strong organizational skills, attention to detail, and collaborative communication are essential. This position is a seasonal (around scheduled events) position within the Festivals and Events Department and contributes to the success of UAA’s vibrant community programming.

How To Apply: Interested candidates should send their resume, cover letter, and 3 professional references to HR@utaharts.org. This posting may close at any time.

Shift and Hours: Part-time or seasonal (based on event calendar); every event will require a different amount of hours with varying hours of 5-20 in the months leading up to and immediately after an event/festival. Hours every week are not guaranteed. Hours are set by the Festivals and Events as approved by the Executive Director; all overtime must be pre-approved. Work times are flexible, but must be able to attend (in-person or virtually) regular event planning meetings held during the work week, must be able to help with event and festival set up and tear down, and must be able to work all scheduled events, which take place Friday evenings and/or on weekends. The 2025 event dates are (subject to change):

SLC White Party - January 10th, 2026

Illuminate - March 6 & 7, 2026

Urban Arts Fest - August 22, 2026

Hybrid Work Environment: This job can be a hybrid (in-person/virtual) position as approved by the Events and Festival Manager. Must be on-site for each event, including set up and tear down. Locations: Combination of on-site and off-site work for events. 

Reports to: Events & Festival Manager > HR Manager  > Executive Director

Supervises: Contracted bartenders and bar cashiers per each event

Responsibilities 

• Coordinates with Festival and Events Manager on UDABC and Health Department permits for alcohol sales. Maintains good relations with regulatory agencies. 

• Ensures UDABC and Health Department regulations are followed. 

• Manages liquor, beer, wine and mixer inventory. Assists with donation solicitation as directed by the Festival and Events Manager and coordinated with the Outreach and Special Events Manager and Development Manager. 

• Coordinates with Festival and Events Manager for the placement of each bar, and determines the layout of the bar setup and staffing needs; while following SOP protocols. 

• Recruits and trains bar staff; connects staff with HR for paperwork. 

• Manages bar equipment including inventory, maintenance, and cleaning before, during, and after events. Works with  Festival and Events Manager to purchase any needed supplies prior to the event. 

• Creates menu and creates event-specific specialty drinks. 

• Manages bar sales and budget; including cashiers, registers, credit card readers and cash boxes prior, during, and after event. 

• Ensures training for bar staff on all applicable processes and procedures prior to the event. 

• Works with the graphic design team and sponsorship manager to create menus ensuring brand placement, bar signage, and sponsor recognition are done in a timely manner. 

• Documents sales, tips collected and expenses for the bars. Notes inventory used and donation amounts. 

• Submits reports following events.

• Follows UAA policies and procedures regarding cash cards and expense reimbursements. 

• Works with festival production to ensure recycled materials and glass materials, such as beer bottles, are stored and/or disposed of appropriately after the end of each festival/event day 

• Oversees bar set up. Ensures bar clean up and tear down. Ensures all liquor is properly stored and locked up immediately after each event day, and properly stored in a designated UAA facility after the festival has ended. 

• Uses Google Drive and Master Event Spreadsheets to document and track procedures. Uses Slack and GMail to maintain active communication with UAA team members. 

• Attend weekly staff meetings with the Festivals and Events Department. 

Qualifications & Skills

• Passion for Utah Arts Alliance’s mission to foster the arts in all forms

• Experience in bar operations, alcohol service, or beverage inventory management

• Familiarity with UDABC and Health Department regulations related to alcohol sales

• Background in sales, hospitality, or arts programming a plus

• Ability to communicate effectively across all levels of the organization, including staff, volunteers, and leadership

• Prior experience coordinating events, preferably in a fast-paced or festival environment

• Exceptional organizational skills and attention to detail

• Experience managing budgets, tracking expenses, and handling cash/card transactions

• Commitment to sustainability practices and recycling protocols in event settings

• Strong customer service orientation and ability to manage public-facing operations

• Proficient in digital communication tools including Gmail, Slack, and ASANA

• Comfortable using Google Workspace (Drive, Docs, Sheets) for documentation and coordination

• Ability to work evenings, weekends, and long shifts during event periods

• Must have personal reliable transportation