Job Title: Events Manager
Division: External Affairs
Department:
Reports to: Development Director
Supervises: Events Coordinator, Volunteer Interns
After School Matters is a non-profit organization that partners with the City of Chicago, the Chicago Public Schools, the Chicago Park District and the Chicago Public Library to expand out-of-school opportunities for Chicago teens. After School Matters aligns the resources of these partners along with the resources of private and non-profit organizations to offer teens a comprehensive network of after-school program opportunities.
SUMMARY OF POSITION:
The Events Manager is responsible for fundraising, coordinating, planning, organizing, implementing, reporting, pre-and post-event activities related to the organization’s special events. This position reports to the Development Director and leads and manages the planning and production of fundraising events that include significant program-related components and teen involvement, teen events; staff events; and board events. This is a two-person events team for an organization that has three major high quality, high profile events each year along with several smaller events throughout the year. These events include, but are not limited to, the After School Matters Gala, After School Matters Citywide Showcase, staff holiday festivities, staff retreat and Board of Directors meetings.
Major Duties and Responsibilities:
Planning, Production, and Operations
- Identify indoor or outdoor venues, create events branding/concepts/themes, create logistics plans, assess risks and challenges, and formally present proposals identifying potential vendors to board members for approval.
- Create planning timelines for all major events, with the ability to assign event-related tasks to staff and monitor to ensure that all tasks are completed on time.
- Work collaboratively with the Program Quality Department to develop working plans and tools to ensure successful incorporation of teen performance-based components to each event, including auditions, rehearsals, and stage production.
- Identify and secure speakers or special guests.
- Manage the vendor RFP process, negotiate contracts, manage relationships with vendors/subcontractors, donors, and corporate partners as they relate to each event.
- Secure and coordinate all appropriate permits and licensing prior to events, as well as ensure legal, health and safety obligations are met.
- Working with the Communications Department to ensure branding consistency, oversee design and production of all event collateral materials, including invitations, program books, video production, promotional items related to sponsorship, signage, etc.
- Create plans for and manage complex event logistics, such as set-up and strike duties, stage production, audio/visual, registration, troubleshooting, parking, traffic control, security, first aid, and hospitality.
- Identify staffing requirements; assign internal staff to specific duties based on strengths or experience, and monitor progress of duties.
- For all major events, establish and oversee a planning committee consisting of key players (communications, events, development, program quality, vendors, etc.) that meets regularly with a strict agenda that provides a forum to track progress, identify issues, and assign responsibilities.
- Develop comprehensive event schedules, run-of-show documents, and detailed budgets.
- Conduct post-event debriefings and create plans for follow-up and action steps. Present post-event analysis, budget recaps, and participant feedback along with plans to implement improvements as appropriate.
Fundraising
- Lead special events committees, including the development of committee goals and objectives, the facilitation of meetings, ensuring the incorporation of committee input into event planning, and monitoring the progress of the committee.
- Increase event revenues by strategizing, implementing, and monitoring fundraising plans for all fundraising events.
- Work with Communications Department to build and implement event marketing strategies to increase revenue and expand event fundraising.
- Work with Communications Department to create necessary Web site marketing and fundraising components. Administer and monitor Web site events components.
- Work with Development Department to create print materials including solicitation letters, sponsorship materials, tax acknowledgements, gift requests, donor acknowledgement, and event signage, as well as to compile event guests lists, invitations mailing lists.
- Implement corporate sponsorship packages, along with strategies to identify and disseminate to potential corporate partners. Assist Corporate Relations team to ensure appropriate donor recognition is achieved through all corresponding printed, audio, and visual materials.
- Assist Corporate Relations team in the solicitation of in-kind goods and services to offset events costs.
- Monitor ticket/table sales and income goals and adjust strategies as appropriate.
- Increase special event attendance and participation focusing on new prospects and resources.
- Work with Development Department to create and manage seating plans that align with support levels and other event protocols.
- Work collaboratively with the Finance Department to track and collect funds raised for all events.
Budgeting
- Develop, manage, and adhere to, departmental and individual budgets for all events.
- Create income and attendance projections and actuals reports.
Stewardship
- Represent and deliver service excellence that is in keeping with the organization’s brand.
- Cultivate, solicit, and steward donor relationships and serve as relationship manager for agency events.
Administrative
- Supervise an Event Coordinator position.
- Recruit, interview, and manage unpaid interns.
- Develop and disseminate event reports and communications. Prepare written and/oral reports for senior team and board of directors members.
- Provide consultation, guidance, and coaching to After School Matters staff across the organization as appropriate to ensure effective and consistent event management organization-wide.
- Oversee Raiser’s Edge Database revisions and updates related to events.
- Maintain a calendar of events and implement a system that enables and anticipates long-term planning and effective event management for the organization’s events.
- Ensure the organization and maintenance of Event Department files and records align with the organization’s archival process.
- Contribute to organizational communications materials, as needed.
Knowledge, Skills and Abilities
- Demonstrated ability to enhance existing events.
- Proven vision and success related to innovative and creative strategies, planning, problem solving and project management.
- Detail oriented and able to work within a diverse and dynamic team environment.
- Exceptional written, verbal, and presentation skills with meticulous attention to detail.
- Experience in producing print and electronic fundraising and marketing collateral materials that align with organizational mission/vision.
- Experience developing and managing expense and revenue budgets.
- Demonstrated ability to build and maintain positive working relationships with staff and volunteers.
- Experience cultivating major corporate sponsorship, as well as in-kind gifts.
- Proven vendor RFP, contract negotiations, and relationship skills.
- Leadership experience in a non-profit, fundraising, volunteer community organization.
- Excellent organizational skills along with the ability to meet deadlines, establish/shift priorities, and successfully oversee complex event logistics.
- High degree of professionalism and ability to work independently in a high pressure environment required.
Qualifications
- Bachelor degree or equivalent combination of training and experience relevant to the job duties of this position preferred.
- Seven to 10 years experience in event planning for special events with net proceeds of $500K+ preferred.
- Four or more years of supervisory experience.
- Proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook) required and basic database knowledge (Raiser’s Edge) preferred.
- Flexibility to work evenings and weekends.
- Ability to lift and/or move up to 40 lbs.
- Residency in the city of Chicago is a requirement for this position.
