Events and Sponsorship Coordinator

The International Festival of Arts & Ideas (“Arts & Ideas”) has inspired and delighted audiences with an annual program of over 200 performing arts and humanities events year-round, at least 85% of which are free. 

Focused events in June range from world and nationally-renowned speakers sharing the stage with critical local voices for discussions on democracy, to jazz concerts, theatrical performances, dance; takeout mixology classes; bike and walking tours; and live, individual performances by local on-call artists on front lawns and sidewalks throughout the area. 

Year-round programs include special town-hall events, a fellowship program for youth, planning and implementing mini-festivals in New Haven’s culturally-rich neighborhoods, participation in the community reading programs, and our annual Visionary Leadership Award program. 

Shared Institutional Values 

· Excellence in Performance and Leadership    
· Collaboration    
· Embracing Diversity    
· Inclusiveness – bringing people together    
· Openness to new ideas, new arts, new cultures, new individuals    
· Stewardship    
· Integrity 

Description  

The Events & Sponsorship Coordinator is a dedicated and detail-oriented individual who will lead the planning, organization, and implementation of development related special events, advancing our mission and strengthening donor and sponsor engagement. They will work closely with the development team to meet fundraising goals and create memorable experiences for our supporters. The Events & Sponsorship Coordinator possesses strong communication abilities, excellent organizational skills, and a passion for hospitality and the arts.  

Responsibilities 

Special Events 

·Track event expense and revenue and assist with budget management 

·Coordinate with Arts & Ideas team for on-site management of Special Event logistics, including set up and load out, artist/speaker needs and coordination, etc.  

· Negotiate, contract, and manage relationships with talent, vendors, caterers, venues, transportation services, and entertainment to ensure seamless presentation 

·Manage all aspects of guest experience, including guest check-in/check-out, and training to staff and volunteers  

·Maintain records on event activities, progress, status, and post event summary, including contacts, working with Development Generalist to incorporate into organization CRM 

Sponsorship 

·Coordinate sponsor visibility at events (e.g. logo placement, signage, stage announcements). 

·Provide on-site sponsor support at events ensuring sponsor guest expectations are met 

·Coordinate post-event thank you letters, recognition efforts, and impact reports for sponsors and major donors 

· Maintain up-to-date records of event participants, sponsors, and partners into organization CRM 

Donation/In-Kind Solicitation  

· Develop and implement strategies for soliciting in-kind donations, crafting tailored proposals that align with organizational priorities and donor interests 

· Manage the solicitation, tracking, and procurement of cash sponsorships and in-kind contributions for the 2025 Festival, including food and beverage donations for festival events and the Donor Hospitality Lounge, collaborating with local vendors to meet event needs and ensure a diverse, high-quality selection 

· Other duties as assigned 

·Track in-kind income and expense 

Skills, Knowledge, Experience 

· 2-3 years of special event planning in non-profit fundraising, hospitality, or related work or experience 

· Strong interpersonal skills and ability to work collaboratively as part of a team, as well as independently when necessary 

· Experience securing sponsorships and in-kind support from businesses 

· Excellent organizational, project management, time management skills 

· Experience with donor relations or customer service preferred 

· Experience managing, supervising, and providing orientation to event staff and/or volunteers 

 ·Ability to work cross-functionally with both internal and external stakeholders 

· Flexibility to work evenings and weekends as required by event schedule 

· Computer skills and proficiency in word processing, database management, and spreadsheet applications   

Classification: Part-Time (15-20 Hours/week), Temporary (February - September 2025), $25/hour 

A note that Arts & Ideas programs in a seasonal fashion.  With that, the months of April to July traditionally have heavier workloads than other months.  In this period, some night and weekend hours may be required. 

The International Festival of Arts & Ideas is an equal opportunity employer and will not discriminate or permit discrimination against any person or group of persons on the basis of race, color, religious creed, age, sex, transgender status, gender identity or expression, marital or pregnancy status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, military status, lawful source of income, sexual orientation or physical disability, or any other class of persons or categories protected by law.

The Festival believes in centering Black and Brown communities that are targeted and abused by unjust systems of oppression. The Festival stands in solidarity with the communities, artists, and speakers with whom it collaborates and pledges that its support extends beyond the Festival’s performance dates. The Festival will do everything it can to help dismantle systematic racism and raises its voice with those in the community who are already engaged in this vital work. The Festival commits to working alongside the community to create transformative change in New Haven.

Salary : $25