Event Coordinator (Volunteer)

Event Coordinator (Volunteer)

Organization: Leveling the Fields

Commitment: 3-5 Hours a week, planning for 4-6 events per year

Reports to: Marketing Committee Chair

Works Closely With: Marketing and Operations Teams

Position Overview

The Volunteer Event Manager is responsible for planning, organizing, and coordinating fundraising, community outreach, and special events that support the mission of the organization. This volunteer leadership role works closely with staff, board members, volunteers, sponsors, and community partners to ensure successful events that engage participants, raise awareness, and generate support for the nonprofit.

Key Responsibilities

Event Planning and Coordination

• Develop event plans, timelines, budgets, and logistical requirements.
• Coordinate all aspects of events, including venue selection, registration, catering, equipment, entertainment, and event setup.
• Ensure events align with the organization's mission, goals, and budget constraints.
• Manage event schedules and monitor progress toward milestones.

Volunteer and Team Management

• Recruit and train event volunteers (recruitment efforts will be supported by Volunteer Manager)
• Delegate responsibilities and provide guidance before and during events.
• Facilitate volunteer meetings and event briefings.
• Promote a positive and collaborative volunteer experience.

Marketing and Promotion

• Collaborate with marketing content team to promote events through social media, email campaigns, and community outreach.
• Collaborate with marketing content team to develop promotional materials
• Encourage participation from supporters, donors, and community members.

Event Execution

• Oversee event operations on the day of the event.
• Serve as the primary point of contact for volunteers, vendors, and participants.
• Address issues and make decisions to ensure smooth event operations.
• Ensure compliance with safety and organizational policies.

Evaluation and Reporting

• Collect feedback from participants, volunteers, and stakeholders.
• Evaluate event outcomes against established goals.
• Prepare post-event summaries, including attendance, fundraising results, lessons learned, and recommendations for future events.

Qualifications

• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Experience planning events, fundraising activities, or community programs preferred.
• Ability to lead and motivate volunteers.
• Problem-solving skills and attention to detail.
• Ability to work independently and collaboratively.
• Commitment to the mission and values of the organization.

Time Commitment

• Approximately 5–10 hours per week, with additional time required leading up to and during major events.
• Flexible scheduling, including occasional evenings and weekends.

Benefits of Volunteering

• Opportunity to make a meaningful impact in the community.
• Develop leadership, event management, and nonprofit experience.
• Build professional and community networks.
• Contribute directly to the success and growth of the organization.

Performance Expectations

Success in this role will be measured by:

• Effective planning and execution of events.
• Achievement of attendance and fundraising goals.
• Positive volunteer and participant experiences.
• Timely completion of event-related tasks and reporting.
• Strong collaboration with staff, board members, and community partners.