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

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.
Revised 11/9/09 Page 2 of 2