Volunteer Events Coordinator

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The Volunteer Event Coordinator will work closely with Public Relations to select events, oversee, book, and arrange schedules, plan, and equipment, and collect or purchase supplies, fundraising items, and educational materials for events. The Volunteer Event Manager will also work closely with the board and program managers to staff the events or recruit more event volunteers.

Duties/Responsibilities:

• Works with Public Relations to review and select appropriate event venues for OHS
• Be the point person for the event and will present the details and potential staffing needs to the board and related program managers before committing to an event.
• Gets board approval and an event budget to register for the event and pay any booth fees, sends a copy of the registration to Admin and submits an expense report to the treasurer for the event payment for any expenses to be reimbursed.
• Recruits and works with current volunteers through email and sign up sheets for various shifts for scheduled events to coordinate staffing.
• Attends the event or assigns onsite event set up, staffing clean up, and photographers.
• Works with admin to make sure each new volunteer recruited as an OHS General Volunteer Application completed and to gain access to SignUp Genius for volunteers to commit to shifts
• Provides event info, including times, and any graphics associated with the event from the community to the website designer to publish in the Events listings on the website
• Creates an assignment sheet, work schedule, costs, sales and contact info for each event to share with the event committee and board to know who is preparing items, collecting items, ordering, volunteering for set up, during the event, and clean up.
• Arranges to pick up before and return supplies after from the shed (see Ann’s Basic Event Packing List, card reader if items are being sold, publications and displays, check with assigned volunteers 1-2 days ahead to confirm assigned, attend and supervise at the event, arrange or assign staff to particular jobs or rearrange shifts as needed).
• Ensures that the event photographer uploads event photos to the OHS Image Repository
• Ensures that after each event they thank the event contact or organization, as well as thank each event volunteer.
• Provides a summary report to the Board on how things went, lessons learned, who worked the event, how much money collected from donations if it applies.
• Provides monthly metrics reports for the number of event volunteers and events completed and number of volunteer hours completed by coordinator and volunteer staff.
• Submits monthly Events program report and metrics report for the board detailing volunteer work planning or reaching out to the community about events.
• Submits required documents if driving a personal car for OHS events tasks.
• Attend monthly general board meetings or assign representative
• Attend events or assign representative