City of Las Vegas Spotlight -Behind the Scenes of Event Planning
- asalas843
- Apr 8
- 4 min read
Behind the Scenes of Event Planning: The Hard Work Taking Place at City Hall
By: Amanda C. Salas, Mayor Liaison/Public Information Officer
Planning large events is no easy task and requires a significant amount of time and effort. Many people may not realize the level of work involved, especially with the City of Las Vegas organizing around fifteen annual events, including the grandest of them all—the Fiestas de Las Vegas, which attracts thousands of visitors each year. Beyond these major events, the city is also committed to introducing one or two new events annually, constantly striving to bring fresh experiences to the community. To dive deeper into the behind-the-scenes process, Chuck Griego, Event Planner/Film Liaison, and Thomas Fernandez, Marketing Coordinator, shared the behind-the-scenes process of their work. Both play key roles in making these events happen, and they offered valuable insights into the challenges and rewards of their work in the city’s event planning efforts.
Q: What are your roles in event planning, and how long have you been doing this?
Chuck: “My role is to complete an event from its inception to its completion – to plan, design and execute the event. I’ve been with the city for about 20 years in different roles and have been the event planner since 2018, so around 7 years now.”
Thomas: “My role is more logistical. I assist Chuck with sending out all applications, ensuring proper permits are executed; review all applications, contracts and any other paperwork for completion. My job is to streamline the process for all involved. I started in this role last August, so this is my first full year helping Chuck plan events.”
Q: How long does it take to plan a city event?
Chuck: “For the Fiestas, planning starts right after the event ends and continues all year long. It requires a significant budget, artist and band contracts, vendor applications, permits, and planning with other departments and state agencies for safety. We also have to make sure the proper public safety, fire safety, and the electrical setups for vendors are in place which takes collaborating with other city departments. Another challenge is the layout of the park, which must account for all these safety needs. There are other events tied to the Fiestas like the Fiesta Royal Court, Fiesta Run, Royal Dinner, Fiesta Parade, and Carnival, all of which require similar extensive planning. The Fireworks display is primarily handled by Fire Chief Steve Spann, which is a huge help. Other events follow the same process, but the Fiestas take the longest to plan.”
Q: Can you explain the importance of event permits?
Chuck: “Event permits are essential to ensure everything is fair and organized. They ensure that every department involved—from public safety and fire services to traffic control and sanitation—are informed and aligned on the event’s logistics. By keeping everyone in the loop, permits allow these departments to provide the necessary support, which is especially important when it comes to safety. For example, proper permits ensure that there are sufficient emergency services, correct crowd control measures, and compliance with local laws and regulations. These permits not only protect the city by ensuring events are safe and legal but also help guarantee the event runs smoothly for both the organizers and attendees. This way, we can prevent potential disruptions and provide a seamless experience for the community, all while minimizing risks and ensuring the event’s overall success.”
Q: What are the best parts of your job?
Chuck: “I feel guilty planning events because I love my job. Not many people can say they get paid to do something they enjoy. Like the saying goes, ‘If you love what you do, you’ll never work a day in your life.’”
Thomas: “I enjoy doing my part and making people happy.”
Q: What are the most challenging aspects of the job?
Chuck: “The most challenging part of my job is getting others to see my vision and being able to effectively communicate and sell my ideas. It’s important to share a clear picture of what I want to achieve, but I also have to be flexible and open to adjusting my plans to accommodate new ideas and perspectives. Balancing my vision with input from others can be difficult, but it’s essential for creating an event that is both well-organized and embraced by the team, stakeholders, and the community.”
Thomas: “I think one of the most important aspects of the job is ensuring that all departments, external organizations, and communication channels are on the same page. Consistent and clear communication is key to making sure everyone is aligned and that the event runs smoothly. Whether it’s coordinating with vendors, public safety, or community partners, keeping everyone informed and working together is crucial for a successful event.”
Q: What events are you focused on right now?
Chuck: “Right now, we’re fully immersed in planning for the Fiestas, which takes up a lot of our time and focus. In addition to that, we’re also working on the WeBe Racing event coming up in April. We’re gearing up for other significant events like the Mother’s Day and Father’s Day celebrations, Salute to the Troops, Friday Al Fresco, and the Balloon Fiesta. Each of these events requires a great deal of preparation and coordination, and we’re making sure everything is set to provide an amazing experience for the community.”
Q: Any new events you can share a sneak peek of for the public?
Chuck: “We’re planning the ‘Friday Finale’ which will be the last Friday Al Fresco event. This event will honor Steve Leger and Yvette Arellanes, two individuals who were instrumental in the creation of the Al Fresco series. It will span two days and feature incredible music artists and food vendors. We’re holding the event in memory of Mr. Steve Leger, who passed away this past February. More details will be announced soon!”
Event planning requires careful coordination, creativity, and dedication, and Chuck and Thomas are working hard to ensure every event is memorable and safe for the community. Stay tuned for more exciting events coming your way.
Comments