Programs & Event Coordinator Jobs

The Programs and Event Manager is a key member of the Wedding Venue Map team, responsible for planning, coordinating, and executing various programs and events that promote the interests and growth of the organization’s membership and the local business community. This role requires a highly organized, creative, and detail-oriented individual who can effectively manage multiple projects and engage with diverse stakeholders to ensure successful outcomes. The position is responsible for ensuring every event is successful and that all events meet goals and budgetary requirements including attendance counts and post-event promotion.

JOB RESPONSIBILITIES

Program and Event Planning:

• Procure and manage staff & volunteers needed for each event.
• Collaborate with other team members, committees, and stakeholders to identify opportunities for new programs and events.
• Coordinate all events in such a way that they are not rushed or require excess expense due to inadequate planning.
• Conceptualize, plan, and implement a diverse range of programs and events aligned with the organization's objectives and target audience.
• Create and update SOPs (Standard Operating Procedures) for any recurring events.

Logistics Management:

• Clear advanced communication with the Wedding Venue Map team including providing a pre-con meeting / video reviewing the plan for the day, all sponsors participating and roles
• Manage event budgets and ensure cost-effective execution of programs and events.

Marketing and Promotion:

• Report weekly event registrations and identify target audience outreach to increase attendance.
• Work with our team to utilize various marketing channels, including social media, email newsletters, press releases, and promotional materials.
• Create Humanitix ticketing event and Facebook event as well as schedule Facebook posts for promotion.
• Manage event registration and ticket tracking.
• Develop marketing strategies to promote programs and events to chamber members, local wedding businesses, and the wider community.

Sponsorship and Partnerships:

• Foster strong relationships with sponsors and partners to ensure their continued support.
• Communicate with internal and external stakeholders to advance project objectives including ensuring members are satisfied and sponsorship benefits are fulfilled.
• Identify and secure vendor sponsorships and partnerships as necessary to support programs and events financially and enhance their impact.

Membership Engagement:

• Survey and record suggestions from the membership to ensure that our events are meeting member’s needs.
• Engage with WVM members to understand their needs and interests, ensuring that programs and events cater to their preferences.
• Encourage member participation in events and programs and provide excellent customer service to all participants.

Event Execution:

• Oversee on-site event management including set-up and breakdown, day-of coordination of vendors, ensuring smooth operations, and handling any issues that may arise during the events.
• Coordinate with staff and volunteers to ensure tasks are delegated appropriately and efficiently.
• Ensure that each event comes off in a manner that maintains a positive public image.

Data Analysis and Reporting:

• Generate reports to assess the success and impact of programs and events, identifying areas for improvement.
• Collect and analyze data related to program and event outcomes, attendance, feedback, and return on investment.
• Prepare an annual event analysis with a focus on participation, relevance, profitability, community benefit and membership benefit.

Continuous Improvement:

• Maintain event registration databases completely and accurately.
• Stay updated with industry trends and best practices in event management and program development to implement unique and new ideas.
• Implement improvements based on feedback and evaluation to enhance the overall quality of programs and events.

ACCOUNTABILITIES AND PERFORMANCE MEASURES

• Participate in weekly meetings to discuss progression of current event projects, attendee counts, and upcoming events needs.
• Increased member participation and satisfaction in programs and events.
• Positive feedback and evaluations from event attendees and stakeholders.
• Successful execution of programs and events within budget and timeline.
• Achieving or exceeding targeted attendance and revenue goals.
• Assist in the development of an annual budget for support of all events to meet stated goals, including attendance, sponsorship fulfillment, financial benefit, etc.
• Submit a timecard bi-weekly along with a description of completed projects.
• Introduction of new successful programs and events based on member needs and interests.
• Annual Event budgets are to be presented to the President/CEO by late October.
• Timely and accurate reporting of event data and analysis.
• Prepare a budget vs. actual report for each event after completion.

QUALIFICATIONS

• Is available to work mostly remotely 15-20 hours a week with room to grow the position after 6 months into more house
• Strategic thinker who is creative and innovative
• Proficiency in marketing strategies and techniques to promote events successfully
• Knowledge of budget management and financial analysis is a plus
• Must work well in a fast-paced, changing environment
• Proven experience in event coordinator or project management.
• Must have access to reliable transportation
• Strong organizational and project management skills, with the ability to prioritize and handle multiple tasks and projects simultaneously and under specific deadlines.
• Must have the ability to foster the values of member relations and quality assurance in customer service
• Ability to work a flexible schedule, with occasional event hours during weekends or after hours, as needed, based on event and project schedules
• Committed to maintaining the highest sensitivity to professional ethics and cultural diversities, treating all people equally and respectfully
• Experience using Humanitix or like event platforms (ie. Eventbrite) and Google Business Suite including gmail, drive, docs, sheets a bonus
• Excellent verbal and written communication and interpersonal skills to collaborate effectively with diverse audiences.
• Ability to work independently and as part of a team, with a proactive and solution-oriented approach.