Event Director
5th Annual Elevate Mountain Bike Festival
Organizations: Vermont Mountain Bike Association (VMBA) & New England Mountain Bike Association (NEMBA)
Location: Stowe, VT
Event Dates: May 21–23, 2027
Contract Type: Seasonal, fixed-fee independent contractor
Compensation: $4,000 fixed fee + $1,000 performance bonus
Estimated Effort: ~120 hours (planning through post-event wrap-up)
Reports To: Executive Directors of VMBA and NEMBA
About Elevate
Elevate is an annual mountain bike festival co-hosted by VMBA and NEMBA, created to cultivate community, develop skills, and foster a love of mountain biking for women and gender-expansive cyclists. Now in its fifth year, the event brings participants together for group rides, clinics and workshops, and social gatherings that showcase the incredible riding scene in the Northeast. Elevate is a community-focused event—not a revenue-generating one—and centers diversity, equity, and inclusion in everything it does. 2027 marks Elevate’s third year in Stowe, following two fantastic inaugural editions at Kingdom Trails.
Role Summary
The Event Director leads the planning, coordination, and on-site delivery of Elevate 2027. Working closely with VMBA and NEMBA staff, the Event Director owns logistics, program development, and volunteer management; co-leads communication and event execution; and supports marketing, sponsorship, inclusivity, and evaluation efforts. Importantly, any design decisions for the event remain the responsibility of the VMBA & NEMBA planning committee, which the Event Director will report to through regularly scheduled meetings. This is a seasonal contract running from approximately December 2026 through June 2027. The timing of the pre-event work is largely flexible and remote, with an on-site presence expected in the immediate lead up to and during the event. Given the successful track record of the event over the past four years, most – if not all – event planning/management tools and materials have been created, which the Event Director will update and refine for 2027.
Key Responsibilities
Lead
- Event oversight: Develop the schedule for the weekend including planning and implementing the clinic and ride sessions, evening entertainment, keynote speeches, vendors, and meals while overseeing safety, registration, staff and volunteers, and post-event recap and debrief. Plan agenda and lead recurring team meetings.
- Venue coordination: Manage the relationship and room block with Trapp Family Lodge for Elevate, secure meals and/or food vendors and headcounts, source equipment, and update the site map.
- Participant & volunteer registration: Set the ticket structure and participant cap within budget, create and manage registration on the existing Elevate platform (Eventbrite), and provide participants the information and day passes they need. Including aiding registrants with group ride and rider ability information.
- Transportation: Assess participant transportation and parking needs and manage related communications.
- Event safety: Coordinate with Stowe Mountain Rescue, Stowe Trails Partnership, and other local organizations; update the Emergency Response Plan; prepare safety materials and source first aid kits for ride leaders, instructors, and coaches; and identify First Aid/CPR training options.
- Volunteer recruitment & management: Refine volunteer roles and job descriptions, recruit, train, and manage volunteers, update the volunteer communication plan, host a pre-event training session.
- Coach & Ride Leader Oversight and Route Planning- Recruit, train, and manage local ride leaders and clinic/workshop coaches; recruit a head coach to manage ride leaders and coaches on-site. Create, map, and publish ride routes.
- Program & community-building activities: Work with the VMBA team to secure any venues beyond the primary lodge, coordinate equipment and vendor setup, facilitate a community evening (films, speakers, panelists), and manage speaker/instructor logistics.
Co-Lead (with the Planning Committee)
- Collaboration & communication: Establish and manage clear communication with the Planning Committee throughout planning; track and report on progress and milestones.
- Event implementation: Execute the weekend’s activities, oversee general logistics and participant safety, and resolve issues in real time.
Support (to the Planning Committee)
- Inclusivity & diversity: Inform strategies to welcome participants of all backgrounds and abilities, and collaborate with Vermont Adaptive and other adaptive MTB partners toward a fully adaptive-friendly event.
- Marketing & promotion: Provide feedback on marketing strategy & website management, contribute copy, and coordinate with partners and sponsors on promotional assets.
- Sponsorship acquisition: Identify prospective sponsors and help develop sponsorship packages.
- Feedback & evaluation: Collect and analyze participant feedback to measure success and guide future improvements.
- Budget management: Deliver the event within the approved budget and flag anticipated overages to the Planning Committee.
Planning Committee & Meetings
The Event Director serves on the Elevate Planning Committee alongside VMBA staff and the NEMBA Director. The committee meets monthly, increasing to biweekly or weekly in the month before the event. The Event Director prepares meeting agendas, reports status across all deliverables, tracks milestones, and flags where support is needed.
Working Locations
Planning and development work is performed remotely, with engagement via Zoom or, when mutually preferred, in person at the VMBA office in Waterbury or at the event venue in Stowe. The Event Director must be physically present in Stowe for the full event weekend.
Qualifications
- Strong project management, organization, and communication skills
- Ability to manage multiple stakeholders, vendors, and volunteers
- Commitment to diversity, equity, and inclusion, and to creating welcoming spaces for women and gender-expansive participants
- Ability to work independently and remotely, and to be on-site in Stowe for the event weekend
- Prior experience planning and running events, familiarity with mountain biking and/or the Stowe area strongly preferred
Compensation & Terms
This is a fixed-fee independent contractor engagement for the full scope of planning, development, and event delivery (estimated ~120 hours). Compensation consists of a $4,000 fixed fee, invoiced to VMBA on an agreed schedule across the contract term, plus a $1,000 performance bonus paid from event net income at the conclusion of the event once income and expenses are fully catalogued. If net income is less than $1,000, the Elevate Planning Committee will discuss and may approve a lesser bonus amount. As an independent contractor, the Event Director is responsible for their own taxes and is not eligible for employee benefits.
To Apply
To apply, please email a resume, cover letter, and two references to elevatemtb@vmba.org with Elevate Event Director Application in the subject line. Applications will be reviewed on a rolling basis, and virtual interviews held over Zoom with candidates who seem like a good fit. All applications are requested by October 18th, 2026.