Event Coordinator

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The Event Coordinator plays a key role in planning and executing events that raise awareness, funds, and support for the organization. This role requires a high level of organizational and interpersonal skills to ensure the success of each event, aligning it with the organization’s mission and goals.

Key Responsibilities:

• Event Planning and Execution:

  • Organize and manage events such as fundraising galas, community outreach programs, and donor appreciation events.
  • Coordinate logistics including venue selection, catering, entertainment, and equipment rentals.
  • Develop event timelines, budgets, and detailed action plans to ensure smooth execution.
  • Ensure events align with the organization’s mission and resonate with the target audience.

• Fundraising Support:

  • Collaborate with the development team to incorporate fundraising strategies into event plans.
  • Assist in securing event sponsors and in-kind donations from local businesses and partners.
  • Help coordinate fundraising initiatives like auctions, raffles, and other revenue-generating activities at events.

• Donor and Sponsor Engagement:

  • Maintain positive relationships with sponsors, donors, and event attendees to encourage future participation.
  • Develop strategies to acknowledge sponsors and donors, ensuring they are recognized appropriately during and after events.
  • Prepare and distribute event materials such as invitations, programs, and thank-you letters.

• Volunteer Coordination:

  • Recruit, train, and manage event volunteers to support logistics, registration, and attendee assistance.
  • Develop volunteer roles and responsibilities for each event to ensure effective participation.

• Promotion and Marketing:

  • Work with the marketing team to promote events via social media, email campaigns, and print materials.
  • Assist in creating marketing content, such as event brochures, press releases, and promotional videos.

• Budget Management:

  • Manage event budgets, ensuring expenses stay within allocated resources.
  • Track expenses, negotiate contracts with vendors, and ensure timely payments.

• Post-Event Reporting and Evaluation:

  • Prepare event reports, including financial outcomes, attendance numbers, and feedback for future improvements.
  • Debrief with the team to assess successes, challenges, and areas for growth.

Skills and Qualifications:

• Communication Skills: Strong verbal and written communication skills; comfortable working with donors, sponsors, and team members.
• Organizational Skills: Excellent project management skills, with the ability to multitask and prioritize tasks under tight deadlines.
• Relationship Building: Ability to build and maintain strong relationships with donors, sponsors, and community members.
• Budget Management: Experience in managing event budgets, negotiating vendor contracts, and tracking financial performance.
• Teamwork: Collaborative approach to working with volunteers, sponsors, and internal departments.
• Problem-Solving Skills: Ability to adapt quickly and troubleshoot issues during event planning and execution.
• Event Experience: Previous experience in event planning, fundraising, or nonprofit development is highly desirable.

Education and Experience:

• Bachelor’s degree in event planning, communications, marketing, or a related field is preferred.
• 2+ years of experience in event coordination, preferably in a nonprofit setting.

The Event Coordinator must be passionate about the organization's mission, highly detail-oriented, and capable of managing multiple events to generate support and awareness for the nonprofit.