Event Coordinator - Contract

Event Coordinator - Contract
November 9, 2024 Fundraising Gala

Development

Job Summary

We are seeking a dynamic and detail-oriented Event Coordinator to plan, organize, and execute a concert gala event. This individual will be responsible for all aspects of event coordination, including vendor management, volunteer coordination, and donor engagement prior to the event and provide day-of support. The ideal candidate will have a passion for event planning, excellent communication skills, and a proven track record in fundraising.

Key Responsibilities:

Event Planning and Management:

• Develop and implement a plan for the gala, including schedule, and logistics.
• Coordinate all event logistics, including venue selection, catering, entertainment, transportation, and accommodation for guests and speakers.
• Manage event timelines and ensure all deadlines are met.
• Oversee the setup, execution, and breakdown of the event.

Marketing and Promotion:

• Collaborate with the marketing team to create promotional materials and marketing campaigns.
• Utilize social media, email marketing, and other channels to promote the event.
• Ensure consistent branding and messaging across all event communications.

Volunteer Coordination:

• Manage event volunteers. Recruit & Train day-of volunteers where necessary.
• Assign responsibilities and ensure volunteers are adequately prepared for their roles.

Budget Management:

• Manage the event budget, ensuring cost-effectiveness.
• Track expenses and ensure adherence to the budget.
• Prepare financial reports post-event.

Guest Experience:

• Ensure a high-quality experience for all attendees, including VIPs and special guests.
• Handle guest inquiries and resolve any issues promptly.
• Coordinate guest registration and seating arrangements.

Qualifications

• Minimum of 3-5 years of experience in event planning, preferably in a non-profit or fundraising setting.
• Proven track record of successful fundraising and event coordination.
• Strong organizational and project management skills.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Proficiency in event management software and fundraising databases.
• Flexibility to work evenings.

Physical Requirements

• Ability to lift up to 50 pounds.
• Ability to stand and walk for extended periods during the event.

Application Process

Interested candidates should apply through the link below and submit a resume and cover letter for consideration. Additionally, please send examples of past event planning work directly to Abby Cleveland, Director of Development ([email protected]) by August 30, 2024.