San Diego Botanic Garden Event Coordinator Job Description 11-09 ...

San Diego Botanic Garden
(formerly Quail Botanical Gardens)
Development Special Events Coordinator
Part time variable staff position
Position summary: Plan, manage, and implement SDBG’s year-round calendar of donor cultivation
and fundraising events. Serve as primary staff coordinator for annual Gala in the Garden fundraiser,
working closely with and assuming ultimate responsibility for the work of a volunteer event committee.
In consultation with President/CEO and Director of Development, develop goals, objectives, and
programs for each event; coordinate event logistics, outline roles of key staff and featured guests in
program and apprise all key staff of their roles. Events Coordinator reports to Director of Development
and interfaces with a variety of internal and external audiences: donors and prospective donors,
members, volunteers, staff, and outside vendors/services.
The expectation is that an adequate number of hours need to be dedicated to successfully manage and
complete all aspects of event and post-event follow up. We estimate this to be roughly 10-20
hours/week from October - June; increasing to 25-40 hours/week during July, August, and September.
Qualifications:
At least two years experience in event coordination, preferably in a nonprofit setting. Candidate will be
able to demonstrate a successful track record producing friend- and fund-raisers.
Skills and Knowledge Required:
Outstanding organizational skills and a successful track record of organizing and managing
events of varied size and complexity, including detail-intense, multi-faceted, hard deadline
projects.
Excellent time management skills and the ability to juggle multiple priorities.
Ability to work independently & establish own priorities while working as member of a team.
Experience preparing a budget estimate and working within a set budget.
Demonstrate strong interpersonal and customer service skills, tact, professionalism, and
willingness to help with a variety of personalities.
Ability to recruit, motivate, train, and manage volunteers.
Ability to face challenges with positive attitude and a sense of humor and diplomacy.
Strong written and oral communication skills. This includes the ability to write and speak in a
way that motivates others to get involved in an organization or cause.
Excellent proofreading skills.
Ability to think creatively, strategically, and practically.
Proficiency in MS Word, MS Excel, and Publisher software.
Familiarity with donor management software (Raiser’s Edge) preferred.
Proven success in identifying donor/sponsorship prospects is preferred.
Displays discretion and integrity in handling confidential information relating to donors.
Willingness to work outside of normal working hours and on some weekends as required. Must
be available to staff the September Gala on the day of and day after the event, and during the key
weeks immediately preceding the event, as well as the week following.
Major Responsibilities:
Gala in the Gardens
Prepare agenda for and attend all Gala committee meetings. Reserve space for meetings, and
organize meeting reminder notices to committee members. Arrange for meeting refreshments.
Take minutes at Gala Committee meetings and distribute to all members; facilitate committee
communication year round.
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Create a master plan outlining the objectives for the event, and the planning timeframe
including schedule of committee meetings and key organizational deadlines. Include a follow-up
plan for ongoing cultivation of Gala attendees.
Coordinate the strategies for the Gala’s income-generating activities (sponsorships, ticket sales,
auction, fund-a-need and raffle) with overall development plans and objectives.
Obtain raffle permit from the Attorney General’s office, if needed. Submit final raffle report to
A.G.
Prepare and monitor the Gala budget, track expenses and income (working with Development
Assistant). Prepare a preliminary revenue and expense report for the Board of Trustees’ meeting
following the Gala, and a final report by the following meeting.
Facilitate Trustee involvement in sponsorship solicitation process. Solicit new prospects,
prepare letters and facilitate mailing, provide on-going encouragement and feedback.
Select art for award and print materials. Negotiate use and payment contracts with artist(s).
Negotiate competitive quotes and monitor contracts with outside vendors. Facilitate payment.
Develop a time line and oversee design, production and distribution of all printed materials
(save-the-date card/e-mail, invitation, program, donor recognition signs, nametags, raffle or
door prize tickets, Quail Tracks and e-newsletter articles).
Work with Development Assistant to prepare event mailing lists, guest lists, and letters
acknowledging ticket purchases, sponsorships, auction donations, etc.
Work with SDBG PR firm to develop honoree biography for press kits and program. Coordinate
with PR firm to promote the event through news releases, event calendars, and television spots
and then ensure press coverage the night of the event and any necessary press follow up.
Schedule VIP event, if appropriate, and coordinate event with host, including invitation list,
RSVP, catering, and any necessary equipment rentals, expense reimbursement.
Send Gala attendee list to all board members several days prior to the event; identify for trustees
and staff any important connections to be made the night of the event.
Prepare work order for the week of the event detailing staff responsibilities.
Organize wrap-up meeting within one month of the Gala. Prepare a written assessment with
recommendations for the next year’s event. Maintain an annual Procedures Book of the
planning steps required to produce the Gala, including samples of materials from previous
events.
Prospect/Donor Cultivation/Recognition Events, including but not limited to the annual
Benefactor Dinner (December) and Annual Meeting (January)
Develop annual donor cultivation event calendar in coordination with Director of Development.
Provide event support (catering, logistics outlines) for cultivation and donor recognition events
as needed. Serve as primary coordinator for the Benefactor Dinner and Annual Meeting.
Reserve needed on-site spaces in SDBG calendar.
Coordinate and communicate with other SDBG staff regarding setup & other needs.
Develop invitation list (with DoD, President/CEO, and trustees); send invitations and track
responses.
Arrange for take-home memento/support materials for each event as needed.
Arrange for food, beverages, décor, and welcome/directional signage as needed. Coordinate
caterers and other professional help during event and ensure timely payment.
Coordinate volunteer help required for the event. Train and supervise volunteers as needed.
Be physically present and supervise all activities on the day of the event, and the day after asneeded.
Create and mail follow-up communications to attendees.
Participate in wrap-up meetings, and prepare written assessments with recommendations for
the following years’ events.
Participate in Garden-wide events and programs where there is overlap with Development
priorities.
Other duties as assigned.
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