Come be a part of the Quad Cities Missing Persons Network Team!
We are in need of a Special Events Planner for both the Quad Cities Missing Persons Network & QC Pay It Foward.
Roles & Responsibilities
- The Special Events Planner is responsible for managing, planning, organizing, and coordinating all aspects for all Quad Cities Missing Persons Network (QCMPN) & QC Pay It Forward (QCPIF) events.
- QCMPN & QCPIF events may involve festivals, ceremonies, corporate conventions, competitions, fundraising events, training seminars, and parties.
- The event planner must create programs that address the purpose, message, and impression of QCMPN & QCPIF.
- Oversees Special Events Department.
- Ensures event deadlines and event budgets are adhered to.
- Directs coordination of activities in preparation for the day of the event, which includes activities of staff, convention personnel, and clients to make arrangements for group meetings, events, or conventions, coordination of meals, reservations, parking space, entertainment, and lodging.
- Assists Finance Chair in budgeting events.
- Provides supportive services to the Executive Secretary.
- Collaborates with the Social Media Officer, Fundraising Specialist and the Marketing Manager when planning and orchestrating Fundraisers and Special Event activities.
- Coordinates at the tactical level with the other functions of the Quad Cities Missing Persons Network.
Managerial Leadership & Event Planning:
- Manages staff responsible for event coordination activities.
- Delegates and shares special event planning responsibilities with a Special Events Assistant, and develops the Special Events Department.
- Crafts detailed event plans and make presentations of event proposals to the Director and the Executive Committee.
- Coordinates activities of Special Events Associates, as it becomes applicable.
- Delegates Special Events responsibilities to Special Events Associates, as needed.
- Trains and educates Special Event Associates on proper event procedures.
- Ensures staff is adequately prepared for event.
- Assists the Executive Secretary at Executive Committee Meetings.
Event Management & Preparation:
- Coordinates details of events at conferences, corporate conventions, retirement parties, birthdays, anniversaries, charity events, surprise, sales meetings, business meetings, employee appreciation events, and virtual events.
- Selects, books, and reserves venues or sites, and negotiates fees.
- Prepares invitations and sends out at appropriate time.
- Prepares guest lists.
- Selects decor to be used at events.
- Arranges event decor, tents, tables and chairs.
- Sets up booths, flowers, decorations, and other event decor. Effectively arrange the decor.
- Works with guests of honor to ensure all requests are met
- Assists the Executive Director in selecting proper key note speakers.
- Manages drive attendance to the event, including making transportation arrangements, selecting and hiring valets, as well as parking attendants
- Ensures the event meets all health, safety and building standards. Select and hire the security detail properly.
- Analyzes event performance and prepare metrics presentation.
- Ensure day of event goes smoothly.
- Give final approval for items such as music and menus.
- Coordinates with and provide spaces and blocking for the media.
- Oversees the gathering as it takes place, and ensures the venue is not damaged or compromised in any way upon exit.
- Hires bartenders and wait staff.
- Selects and hires caterers and/or chefs for the event.
- Plans menus and orders food.
- Samples food, including main dishes and desserts.
- Manages and supervises contractors, caterers and other staff, such as DJs.
- Ensures payment to vendors for their participation in the event. Provide receipts if needed.
- Works with the Marketing Manager to promote the event using flyers, cold calling, and social media as examples of ways to spark attention.
- Assists the Marketing Manager in defining company brand through events.
Conference and Convention Planning:
- Coordinates corporate meetings and conventions. These are usually large-scale events.
- Arrange meals, travel, hotel accommodations and activities for the attendees.
- Arranges multimedia equipment and room setup.
- Assists Executive Secretary in putting together handouts for attendees.
- Works closely with the Director, Executive Committee, and Fundraising Specialist in brainstorming ideas for fundraising events.
- Once the theme is decided, the Special Events Planner is responsible for implementing the fundraiser event from start to finish with the Fundraising Specialist and Marketing Manager.
- Responsibilities include booking the venue, advertising, inviting attendees, ordering food, arranging activities, working with vendors and setting up the event.
- Must work within a very tight budget and may need to assist the Fundraising Specialist in soliciting sponsorships from major donors.
- Conducts regular one-to-ones and performance appraisals for lower Special Events Department volunteer staff.
- Provides support, guidance and inspiration to event volunteers encouraging opportunities for professional development when possible.
- Creates and promotes a team environment.
Cost Accounting & Budgeting:
- Assists the Fundraising Specialist in calculating budgets and adjustments when necessary to effectively plan and prepare fundraising events, or seeks the aid of the Staff Accountant.
- Prepares event budgets and establishes event dates.
- Provides supportive services to the Fundraising Specialist, Advertising Manager, Volunteer Services Manager, Volunteer Youth Program Coordinator, Search and Rescue Volunteer Coordinator, Membership Manager, and the Teenage Ambassador Coordinator by coordinating closely with each, as needed.
- Plans, develops schedules, and implements event activities for ongoing solicitation of contributions, grants, and volunteer services.
- Assists the Advertising Manager in the promotion of corporate events through social media.
- Participates in cross-department and organizational teams, as assigned.
- Performs other event duties, as assigned.
- It is expected that the Special Events Planner attend public events and potential networking events.
- Travel for education, training, and professional development may be required.
The Special Events Planner must understand the Quad Cities Missing Persons Network’s mission and vision, core values, and strategic goals. The Special Events Planner is expected to be well connected to related industry business partners such as caterers, florists, musicians, venue operators, and event rental companies, or the ability to do so. The Special Events Planner is responsible for administrative duties as well as for relating to customers and clients on a personal basis during events.
- Must have or be willing to develop excellent interpersonal skills, excellent verbal and written communications, impeccable organization and time management, must be detail and deadline oriented, capable of multitasking, be a self-starter, team player, maintain calm and remain personable under pressure, and negotiate.
- Understand Microsoft Office applications.
- Be able to manage budgets and staff.
- Have a basic understanding of marketing and public relations.
- There is no minimum degree requirement for becoming the Special Events Planner, although a degree in event management, hotel/motel management, or relevant experience is preferable. Be willing to become certified in Special Event Planning, Hospitality, and/or Catering.
Knowledge, Skills, and Abilities:
- Must have excellent communication skills, both verbal and written, and the ability to interact with Officers, the Executive Committee, network volunteers, and the organization's membership, all of whom come from multiple business or cultural backgrounds.
- Must have impeccable organizational skills.
- Ability to communicate with and interact effectively with internal and external contacts.
- Event Design & Planning
- Event Management
- Stage Management
- Event Planning / Management
Good Match For
Requirements & Commitment
- Driver's License Needed
- Background Check
- Orientation or Training
- 1-5 hours/week
- Degree or Certificate in Event Planning Preferred or related experience