Special Events Planner Contractor

Job Description

Job Description

Position Summary:

SMYAL is seeking a creative, organized, and highly collaborative Special Events Planner Contractor to support the planning and coordination of youth- and community-focused events during the end of 2026 and early 2027.
The consultant will work closely with various departments across SMYAL to develop, plan, coordinate, and execute events that create safe, affirming, engaging, and meaningful experiences for LGBTQ+ youth and the broader SMYAL community.

Events may include Pride-related activities, holiday celebrations, youth camps, community events, program celebrations, and other special events as assigned.

This is a short-term, hybrid consulting position based in Washington, DC with an end date of January 31, 2027. Pay is $500 per week, with a work load of approximately 20 hours per week. The ideal candidate is an experienced event planner who can manage multiple projects, work independently, meet deadlines, and translate ideas into well-organized and successful events.

Position Responsibilities:

Event Planning & Coordination

Plan and coordinate SMYAL events from initial concept through completion.

Develop event timelines, work plans, checklists, and planning documents.
Coordinate event logistics, including venues, vendors, supplies, food, transportation, technology, and other needs as assigned.
Support the planning and execution of Pride events, holiday events, youth camps, community gatherings, and other special events.
Coordinate with SMYAL staff, community partners, vendors, volunteers, and other stakeholders.
Identify potential event challenges and develop solutions proactively.
Ensure events are welcoming, youth-centered, LGBTQ+ affirming, accessible, and aligned with SMYAL’s mission and values.

Vendor & Partner Coordination
Research and communicate with potential vendors and event partners.
Obtain and compare quotes when appropriate.
Coordinate contracts, invoices, deliveries, and other vendor-related logistics in collaboration with SMYAL staff.
Maintain clear communication with partners throughout the planning process.
Event Communications & Promotion
Collaborate with the YDCE team on event messaging, invitations, registration materials, and promotional needs.
Provide event information and deadlines to relevant staff in a timely manner.
Support outreach and engagement efforts related to assigned events.

Day-of/Event Support
Develop detailed event-day schedules and run-of-show documents.
Coordinate logistics leading up to and during events.
Troubleshoot issues and make real-time adjustments as needed.
Support staff and volunteers in understanding their event responsibilities.
Conduct post-event debriefs and document lessons learned and recommendations.

Administrative & Project Management
Maintain organized event files, timelines, budgets, vendor information, and planning materials.
Track event-related expenses and stay within approved budgets.
Provide regular updates to the Director of Youth Development & Community Engagement.
Complete other event-planning projects and assignments as requested.

Position Qualifications:

Required:

Demonstrated experience planning and coordinating events, programs, conferences, camps, or community activities.
Strong organizational and project-management skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Strong attention to detail.
Ability to work independently in a fully remote environment.
Strong problem-solving and interpersonal skills.
Comfort working with LGBTQ+ youth and communities.

Preferred:
Experience planning events for nonprofit, youth-serving, LGBTQ+, or community-based organizations.
Experience coordinating youth camps or large-scale community events.
Experience working with vendors, venues, caterers, and contractors.
Familiarity with virtual and hybrid event planning.
Experience working with diverse communities and creating inclusive, accessible events.
Experience working with queer and trans youth, Black youth, and youth of color highly preferred.
Queer and trans individuals, women, and people of color are strongly encouraged to apply.
The ideal candidate is a highly organized, creative, solutions-oriented event professional who enjoys turning ideas into well-executed experiences. They should be comfortable taking ownership of projects, communicating across teams, managing logistics, and adapting quickly when circumstances change.
Most importantly, the consultant should understand the importance of creating safe, affirming, youth-centered spaces and be committed to supporting SMYAL’s mission.

To Apply:
Resumes will be reviewed as they are received. No phone calls, please. This position is based in Washington, DC.

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. SMYAL believes in justice, equity, diversity, and inclusion, as well as bringing your authentic self to the workplace. So if you are excited about this position but your past experiences do not align perfectly with every qualification, we encourage you to apply anyways! You may be just the right person for this or other positions.

About SMYAL:
SMYAL supports and empowers LGBTQ+ youth. We actively work to create a world where queer and trans youth thrive through affirming programs and services designed to develop critical life skills, build community, and foster a sense of belonging.

SMYAL is an equal opportunity employer and does not discriminate on the basis of race, color, religion, national origin, gender, age, marital status, personal appearance, sexual orientation, family responsibility, physical or mental handicap, or political affiliation. SMYAL is committed to accessibility and providing reasonable accommodations.