Conference Logistics Coordinator

CONFERENCE LOGISTICS COORDINATOR CONTRACT DESCRIPTION

TITLE: Conference Logistics Coordinator for Colorado Conference on Volunteerism

REPORTS TO: Colorado Conference on Volunteerism (CCOV) Committee Co-Chairs

ORGANIZATION: DOVIA Colorado

TERM: Annual, rolling basis

START DATE: Flexible start date in early July, must be available to attend the conference on September 17th 2026.

DOVIA Colorado provides education and networking for those who manage volunteers, advocates for issues concerning volunteerism, and elevates the field of volunteer engagement. DOVIA Colorado is a grassroots nonprofit managed by an operational board that values creative ideas and dedication to our mission.

CONTRACT SUMMARY

DOVIA Colorado annually facilitates the Colorado Conference on Volunteerism (CCOV). We are looking for a detail-oriented, organized event planner to support our CCOV Committee in preparing for the conference, as well as onsite support for the one-day conference.

CCOV is an incredible professional development and networking opportunity for volunteer management and engagement professionals across Colorado and beyond. Each year, we host almost 200 event attendees and welcome presenters from all over to share their knowledge and resources to support others in the field.

The compensation available for this contract is $4,000. This contract is year-round; however, the workload fluctuates. On average, the workload will be around 10-13 hours of work monthly. Applicants must be available to attend the 2026 conference on Thursday, September 17th, in Fort Collins.

Start date: July 2026

RESPONSIBILITIES

The Conference Logistics Coordinator is responsible for assisting DOVIA Colorado and the CCOV Committee in coordinating event planning and logistical tasks to prepare for the conference, as well as day-of-on-site event coordination.

Attend monthly meetings year-round. Notify co-chairs when unable to attend a meeting

Attend monthly check-in meetings with the co-chair

In conjunction with the CCOV Co-Chairs, manage conference logistics from pre-planning, determining resource needs, pre-event marketing, and onsite coordination, to post-event follow-up

Spearhead conference site and vendor selections while negotiating the best possible rates and terms (catering, etc)

Track and manage event budget to guide the CCOV committee and DOVIA Colorado Board members

As needed, support CCOV committee members to coordinate pre-event marketing

As needed, assist in tracking, communicating, and coordinating CCOV presenters

Order supplies needed for the conference and ensure items arrive in a timely fashion

Assist with coordinating DOVIA Colorado Board tasks and responsibilities at CCOV, assign day-of duties, and provide general direction

Spearhead communication with conference attendees before, during, and after the conference, including developing specific “know before you go” pre-conference communication for attendees

In coordination with CCOV Co-Chairs, work to ensure sponsorship deliverables are met

Serve as the day-of point of contact for vendors, committee members, and DOVIA Colorado Board members

Secure location and date for the subsequent year’s conference

Manage post-event survey questions and communication to event attendees. Create a post-conference report based on survey results and wrap-up meetings to inform future conferences (report completed two weeks post conference)

Checking and responding to emails via the CCOV email inbox

Building event registration on the DOVIA Colorado website

Track and manage event budget

Building Google Forms for all externally facing content including but not limited to: Presenter Proposal Selection, Scholarship Application, and Post-Event Survey, etc.

Track and manage sponsorship deliverables

Serve as the lead for all on-site relationships including vendors and DOVIA Colorado representatives (Board and CCOV Committee)

Serve as the lead for any day of issues and general direction

CONTACTS

This position will have regular interaction and contact with CCOV Committee Co-Chairs and DOVIA Colorado Board of Directors. This position will report to the Executive Committee including the Board Chair. May interact externally with DOVIA Colorado members and community organizations.

WORKING CONDITIONS

As a contract position, the use of personal equipment (computer, printer, phone) is required. This is primarily a remote work position with occasional in person commitments, including any necessary venue preparation and overseeing the conference day-of. On-site availability on the day of the conference each year is required. Email communication will be through a DOVIA Colorado CCOV Gmail account with an expectation of responding within 48 hours. DOVIA Colorado contractors create their own work schedules, pursuant to the total budget and hours available in the contract, and expected outcomes.

QUALIFICATIONS

Previous experience planning and implementing events and/or conferences

Proficiency in navigating Google Drive

Excellent communication skills – written and verbal

Comfort with basic graphic design, including but not limited to Canva, Adobe, or the like, preferred

Excellent interpersonal skills and ability to work with multiple groups of people and diverse populations

Ability to think strategically and with an entrepreneurial eye to find process improvements and new opportunities

Quick problem-solving skills and flexibility to do what’s needed to navigate independently

Ability to balance a variety of tasks simultaneously

Audio and visual experience

• To Apply: Email resume and statement of interest to DOVIA Colorado at ***email_hidden***. Applications will be accepted on an ongoing basis until the position has been filled.