Activities & Activations Coordinator

National Cherry Blossom Festival, Inc. seeks an Activities & Activations Coordinator (part time & full time, seasonal contract position) for the upcoming 2026 National Cherry Blossom Festival. This person will aid the Director of Programming in the creation, organization, and implementation of engaging and age-appropriate activities for children and adults attending events such as, but not limited to, Oxon Run Pinknic, Blossom Kite Festival, and Petalpalooza®. They will work on defining and sourcing the experiential touchpoints that engage attendees and connect with either the brand of the Festival or sponsor brands. They will work with the Festival Operations Manager on the inclusion of the activities into the Events, including confirmation of infrastructure needs, staffing and volunteer support, and signage needs.

Company Description 

The 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 Work 

This person will aid the National Cherry Blossom Festival’s Programming Team primarily focusing on activations, but also assisting with operations, programming, and administrative tasks.

ACTIVITY PLANNING, PRODUCTION AND MANAGEMENT 

• Attend and contribute to planning meetings as needed from October through April.
• Develop a diverse library of activities tailored to different age groups and interests, encompassing artistic, recreational, cultural, and technology-based experiences.
• Establish community contacts as required to research and plan special items or groups for Festival participation.
• Oversee the scheduling and contracting of artists or vendors for activity tents, working closely with the Director of Programming.
• Arrange for the necessary materials for each activity.
• Plan space usage, obtain materials, and assist in any construction within activity tents.
• Plan and schedule staff or volunteers for pre-production materials preparation, as necessary.
• Coordinate volunteer needs with the Volunteer Manager and manage on-site volunteers in collaboration with Event Operations managers.
• During load-in for each event, assist the Site construction crew in setting up the activity tents.
• Collaborate with vendors, performers, and volunteers to ensure smooth activity execution.
• Ensure a safe and inclusive environment for attendees, adhering to all safety guidelines.
• With the assistance of volunteers, oversee and supervise the activities during each day of the events, including setup and clean-up.
• Manage inventory and packing of materials after the event.
• Collect, maintain, and update information for participants' credentials and production documents.
• Collaborate with marketing team to effectively promote activities.
• 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
• Stay updated on current trends and ideas related to children's and Festival event activities.
• Continuously seek feedback to improve the quality and variety of activities offered.

EVENT PRODUCTION & MANAGEMENT 

• Work closely with the Director of Programming and Operations team to develop and implement Activities & Activation Plans, including timelines and deliverables pertaining to activities logistics and sponsorship activations and benefits fulfillment.
• Be a central point of communication with the activity and activation representatives.
• Communicate logistical needs of activity and activations – including programmatic elements, sponsorship activations and benefits fulfillment - to the Director of Programming and Operations Team.
• Assist Operations Manager in maintaining site plans and asset management documents, especially in the deliverables related to activities and activations, both internally and externally sourced.
• Attend and conduct necessary meetings and site visits.
• Keep the Director of Programming and Operations team apprised of financial, production, and logistical issues.
• Be the liaison between the Programming Team and Business Operations Team to process necessary paperwork including agreements, contracts, purchase orders, and expense vouchers.

EVENT OPERATIONS 

• Assist the Director of Programming and Operations team with implementing Health & Safety plans at events via coordination with activity and activation representatives.
• Assist the Director of Programming and Operations team with implementing the setup, operations, and strike schedule of activities and activations.
• Assist the Director of Programming and Operations team in acquiring necessary activity and give-away approvals as required per relevant permits issued by District of Columbia agencies and National Park Service.

ON-SITE LOGISTICS & MANAGEMENT 

• Assist during load-in and load-out.
• Assist in management of vendors, equipment, and supplies as it relates to activities and activations.
• Work closely with the Operations Crew to ensure the Activities and Activations Plan is being implemented accurately.
• Monitor and resolve any production and logistical issues that may arise.

ON-SITE SUPPORT 

In addition to duties outlined above, the Activities & Activations Coordinator is expected to assist with the load-in, day-of support, and load-out for all 2026 National Cherry Blossom Festival events*, including but not limited to:

• Launch/Artwork Reveal: November 20, 2025
• Press Conference: TBD - late February 2026
• Pink Tie Party: March 13, 2026
• Opening Ceremony: March 21, 2026
• Blossom Kite Festival: March 28, 2026
• Oxon Run Pinknic: March 29, 2026
• Petalpalooza®: April 4,2026
• National Cherry Blossom Festival Parade®: April 11, 2026

*Dates subject to change

OTHER 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 2026 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.
• Assist in returning any supplies to sponsors and/or ensure proper storage of supplies.
• Assist in reorganizing the storage spaces.
• Assist in writing 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 

$20,000. This position is not eligible for benefits

Time Commitment 

• 8 month Contract Role – November 5, 2025 – June 30, 2026
• Estimated hours:
  • November 5 – December 20, 2025: 20 hrs/week
  • January 6 – February 28, 2026: 20 hrs/week
  • March 3 – April 12, 2026: 40 hrs/week
  • April 13 – June 30, 2026: 20 hrs/week
• 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 at least one day a week

Qualifications 

• Past experience in event production for large public events in outdoor settings
• Familiarity with vendor management including production and logistical matters including, but not limited to: contingency planning, décor, power, signage and collateral, activity and activation staffing, infrastructure (tents, tables, and chairs).
• 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, Monday.com, and Photoshop preferred