Event and Sponsorship Coordinator

The Lynnwood Public Facilities District (doing business as The District) is seeking a part-time Event and Sponsorship Coordinator to execute our community events.

Established in 1999 to finance, design, construct, operate and maintain the Lynnwood Event Center (LEC), The District owns thirteen acres of property, including the LEC, which was completed in 2005. The Center is used for hundreds of local, regional, and state events each year and is surrounded by retail with fifteen current commercial tenants.

The District is an independent municipal government that operates on a budget of approximately $8 million and is governed by a City Council appointed board of directors. The LEC is operated under a management agreement overseen by The District staff.

The District is growing rapidly as we move forward with our redevelopment planning for the LEC and surrounding property to create a new downtown core for the City of Lynnwood. This will include doubling the size of the current event center and adding housing, a hotel, retail and a parking garage. The District will serve as a regional destination tourism organization.

The ideal candidate will have strong organizational skills and the ability to manage multiple projects simultaneously. They should also be strong direct communicators with a pension for administrative tasks. This role is responsible for securing event sponsorships as well as planning, organizing, and executing community events on behalf of The District. Their role involves coordinating all aspects of the event, vendor management, budgeting, and on-site supervision. They will work closely with stakeholders to understand their vision and requirements, ensuring that each event is executed flawlessly and exceeds expectations. Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are essential for success in this role.

Key Responsibilities:

Sponsorship Coordination:

· Strategize and drive outreach to procure event participation, sponsorship, and donorship

· Effectively convey the organization’s mission, vision, and values to potential sponsors.

· Work with the team to create and achieve annual event fundraising goals by making related solicitations according to a weekly schedule.

· Research sponsorship opportunities

· Foster relationships to secure annual giving and achieve consistent growth in sponsorship contributions.

Event Planning

· Manage vendor contracts, entertainment bookings, and other service agreements.

· Work collaboratively with staff to coordinate and follow through with logistics on community events.

· Meticulous record-keeping.

· Coordinate all logistical aspects, including site layout, transportation, and safety measures.

· Collaborate with stakeholders to define objectives, themes, and desired outcomes.

· Prepare detailed event plans, including timelines, budgets, sitemaps and contingency strategies.

On-Site Event Management:

· Oversee event setup, execution, and teardown, ensuring smooth operations.

· Act as the primary point of contact for staff, vendors, performers, volunteers, and attendees during the event.

· Address any issues promptly and professionally to maintain a positive experience.

Qualifications:

· Proven experience in event planning, community organizing, or a related field.

· Strong project management skills, with the ability to manage multiple priorities effectively.

· Exceptional communication and interpersonal skills, with a talent for building relationships.

· Creative problem-solving abilities and adaptability under pressure.

· Proficiency in budgeting, marketing, and event management tools.

· Passion for community engagement and a commitment to inclusivity and diversity.

Preferred Skills:

· Experience in onsite planning for an outdoor community event with special permits, health permits, and liquor licenses.

· Experience working with nonprofit organizations or municipal governments.

· Familiarity with local culture, traditions, and resources.

· Knowledge of safety regulations and risk management practices for public events.

· Enthusiastic, expert knowledge of fundraising events planning and execution and a demonstrated track record of meeting annual fundraising goals.

Compensation and Benefits:

· Competitive salary commensurate with experience.

· Professional development and networking opportunities.

· Flexible, hybrid working environment.

· Negotiable bonus upon reaching event and sponsorship goals.

This is a hybrid staff position with majority of the work being completed remotely. There is a regular commitment of 10-20 hours per week with expectation of 2-3 hours per day, Monday through Friday, except in weeks leading up to event dates when hours could go up to 40. Minimal weekend availability is required for onsite event management. Equipment will be provided. The Event and Sponsorship Coordinator will report to the Operations Manager.

The intent of the position description is to provide a representative summary of the major duties and responsibilities of this job. The Event and Sponsorship Coordinator may be requested to perform job-related tasks other than those specifically presented in this description.

The Lynnwood Public Facilities District is an equal opportunity employer.

Job Type: Part-time

Pay: $35.00 - $38.00 per hour

Expected hours: 10 – 20 per week

Benefits:

• Flexible schedule

Schedule:

• Weekends as needed

Experience:

• Event planning: 2 years (Preferred)

Location:

• Lynnwood, WA 98036 (Preferred)

Work Location: Hybrid remote in Lynnwood, WA 98036

Salary : $35 - $38