Special Events

• Under the direction of the Donor Engagement Manger, ensure execution all facets of internal and external events from beginning to end are completed, including event planning and production, fundraising elements including silent and live auctions, raffles, etc., entertainment, general meeting planning, venue management, food/beverage management, budget management, and all event operational logistics including accurate counting and entry of donor gifts, registrations, and processing of guest acknowledgement letters, guest research, mailing lists, solicitations, invitations event survey and evaluation, and donor requests etc. are completed in a timely/accurate manner.

• Act as primary contact for all third-party hosted events, support logistics, promotion, display, and/or representation as needed.

• Establish and adhere to special event timelines. Collaborate with other team members or third-party hosts to ensure deliverables, including marketing production schedules for invitation, signage, digital promotion, staff/volunteer coordination, logistics, etc.

• Manage all event digital fundraising platforms (i.e. event module in Raiser’s Edge, /GiveSmart, Square) and support registration, sponsorship, budget, and other activities for events.

• Develop, manage, and adhere to special event budgets and KPIs including revenue growth, ROI sponsorship targets, auction preparation, and financial performance, etc. Monitor and report activity to achieve revenue goals.

• Identify and manage vendors and negotiation of event-related contracts. Oversee invoicing to both sponsors and vendors.

• Engage special event host committees to support event revenue generation and ticket sales, through meetings, appropriate volunteer opportunities, etc.

• Oversee solicitation, tracking, and acknowledgment of event donations, sponsors, and coordinate annual partner benefits for each event with oversight from Donor Engagement Manager.

• Organize cultivation and stewardship of events with direction from Donor Engagement Manager

• Manage and maintain inventory of display and promotional materials for events and outreach activities.

• Remain current on trends, resources, and information related to events and fundraising, make recommendations and implement as appropriate.

Corporate Partner & Sponsor Support

• Manage benefits for new, and renewals of, corporate partners and sponsors for both the annual partner program and specific events, support and identify opportunities to engaged and expand new and returning sponsor support.

• Support regular engagement with corporate funders through additional opportunities to support Providence House, including cause-related marketing, matching gift programs, volunteer opportunities, and third-party fundraisers.

• Track and report partner and sponsor relationship management activity using Raiser’s Edge and event tracking tools.

• Monitor weekly, monthly, quarterly, and annual activity to achieve revenue goals.

Volunteer & Outreach Coordination

• Manage group volunteer opportunities through our Done in a Day Program including solicitation, scheduling, and stewardship of groups through on-site projects and special event support. Send acknowledgements to groups and individual volunteers and cultivate ongoing engagement with them.

• Manage all outreach, external fundraising and speaking engagement inquiries and opportunities, determining appropriate staff member to attend. Schedule and prepare materials for outreach.

• Participate in outreach efforts as a representative of the organization at conferences, meetings, speaking engagements, and external events, as assigned. 

General Duties

• Assist in managing and routing incoming telephone calls and visitors and donors at the doors.