The Special Events Project Manager is responsible for planning and execution for a non-profit association’s special events, including: yearly gala, golf outing, annual meeting and large scale outdoor festivals.
Work with Special Events team and committee to plan all aspects of each event
Contract overview and negotiation
Procurement of equipment and in-kind products
Recruit vendors for all events as applicable
Recruit and follow up with guests and sponsors
Write and distribute request letters and thank you letters
Organize guest lists, invoices, table seating, final report, etc.
Oversight of silent auction requests, packaging, and distribution
Develop and edit program book
Responsible for creation and accuracy of all signage
Manage event budgets as assigned
Large Scale Outdoor Festival
Manage all phases pre-event and on-site as assigned.
Responsible for general administrative duties and written and verbal communication with all participating vendors pre-event in respect to food handling, licensing, menu planning, portion sizes, waste disposal, booth layout, pricing, parking, ticket redemption, equipment conversion, propane usage and other general operations.
Maintain good relations with all vendors and suppliers.
Respond quickly and accurate to all vendor inquiries.
Bachelor’s Degree required
2-3 years experience in event management and meeting planning
Strong organization skills and attention to detail and follow-up
Excellent communication skills
General database experience
Ability to manage time efficiently, work independently and in a team setting
Ability to effectively problem solve and positively collaborate with others
Proven success in Microsoft Office Suite, database management and office equipment