Event Planning Officer

Volunteer Role               Event Planning Officer

Reports to                      Director of Event Planning

FLSA Classification      Volunteer

Linc Worldwide is a 501(c)(3) nonprofit on a mission to provide neglected communities with the support needed to alleviate hardships, promote well-being, and facilitate growth, giving them the chance to not only survive, but to truly live, love, and thrive.

Job purpose

Work with the LINC team to carry out tasks to facilitate event planning, set up and execution.

Duties and responsibilities

1. Keep event costs at a minimum
2. Work with LINC Board of Directors and Attorney as needed to ensure event safety requirements are met
   1. Ensure adequate compliance with fire safety regulations.
3. Assist in securing the best venue for the event after considering the event’s budget, purpose, and the expected guests
4. Make certain that merchandise for the event is adequately supplied
5. Review and responds to inquiries made by event
6. Ensure all details of event are accounted for and adequate:
   1. Food & beverages
   2. Restrooms & toiletries
   3. Parking & seating
7. Complete a follow-up with clients and invited guests to measure satisfaction with the planning and final execution of an event
8. Work closely with team to:
   1. Brainstorm fundraising ideas and logistics
   2. Promote event activities through personal network and LINC network
      1. Work with Marketing & Donor Relations team to promote event to appropriate audiences
   3. Secure event sponsors, volunteers, participants, and donated items
   4. Investigate opportunities for LINC events to be promoted on the radio, news, newspapers, magazine articles, various publications, etc.
   1. Promote events at local restaurants, grocery stores, gyms, libraries, etc. 
9. Research opportunities and be creative to promote LINC and fundraise through campaigns, events, and merchandise sale
10. Work with the event and marketing volunteers/contractor to strategically planning for events
    1. Time of year 
    2. Target audience 
    3. Type of event 
    4. Campaign focused events 
    5. Day of event timelines 
    6. Marketing promotions leading up to and after the event 
11. Willingness to learn and utilize CRM system (NeonCRM) for event purposes - (registration, sponsorship, ticket sales, donations, event volunteer applications)
12. Work with Account Manager to ensure all donations (financial and in-kind) are documented appropriately in NeonCRM and appropriate tax receipts are sent 
    1. Communicate with Account Manager all donors’ information to ensure NeonCRM profiles are up-to-date with individuals’/companies’ contact information, donation details, marketing tags, etc.
13. Cultivate professional, lasting relationships with event sponsors, donors and guests for continued support and participation in future events 

Qualifications

• Strong ability to attend to clients compassionately
• Possess people management and customer service skills
• Effective conflict management and interpersonal skills
• Strong ability to communicate effectively - orally and in writing
• Problem solving and marketing skills
• Strong ability to work as part of a team
• Possess outstanding organization and time management skills
• Ability to pay attention to detail and maintain quality focus and professionalism
• Computer literacy with dexterity in the use of Google applications such as Google Docs, Google Sheets, etc.
• Proven and excellent project management skill
• Subject to background check

Education and Experience

High school diploma/GED

Previous event planning experience preferred but not required

Certifications    N/A

Internal vs. External Recruiting     Internal and External

Licenses       N/A

Working Conditions

• Willingness to put in more working hours, even at odd times.
• Some work for this role is remote, however face-to-face tasks/meetings are required at times
• Ability to drive to solicit and secure donations, as well as commute to and from events

Physical requirements

This position operates in a professional office environment and remote/virtually. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Ability to lift, carry and move items included decorations, tables, chairs, and donated items to prepare and clean up at LINC events. Ability to walk and be on your feet for several hours during a LINC event. Ability to drive to solicit and secure donations, as well as commute to and from events. Must have personal automobile insurance.

Direct reports     None