Adoption Event Coordinator

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Description: Working with various organizations to coordinate and organize positive, professional and efficient adoption events.

Reports To: Foster and Adoption Manager.

Schedule and Time Commitment: Various. This is an ongoing opportunity.

Location of Work: Various

Core Responsibilities:

1) Working with the Organization

• Work directly with organization regarding all aspects of the event.
• Ensure all organization rules and guidelines are followed. This includes, but is not limited to:
  • Available crate and kennel space.
  • Medical paperwork.
  • Number of animals allowed.
  • Setup and breakdown days and times.
  • Space needs.
  • Tables (and tents, if needed) are provided or need to be provided by LLAR.
  • Transport, loading and unloading locations.
• Complete any end-of-event paperwork the organization requires.

2) Coordination with Fosters:

• Reach out to fosters requesting they attend the event.
• Keep fosters up to date on all information regarding the event via Slack, Facebook and email.
• Provide guidance and support keeping fosters informed of day(s) and time(s) that they will be attending with their foster animal.
• Assist with foster transportation and/or transport location if needed (New York only).
• Ensure that they know pets are to be crated as well as make sure they are aware of any notifications or potential issues prior to event start.
• Advise fosters that they should be prepared to discuss their foster pet's personality characteristics as well as answer questions regarding fostering and volunteering with the rescue.
• Provide mentorship for new fosters or fosters that are attending their first event.

3) Coordination of Volunteer Help:

• Coordinate all volunteer help for event. This would include, but not be limited to, volunteers to help with:
  • Transportation of animals, supplies, tables and crates to/from event.
  • Setup of crates, tables, table covers and all marketing materials.
  • Shift help for each day of the event.
  • End of event breakdown of crates, tables, table covers and all marketing materials.
• Keep volunteers up to date on all information regarding the event via Slack, Facebook and email.
• Provide guidance, direction and support to volunteers working the event, including youth volunteers.
• Ensure that all volunteers know the policies and procedures for animal handling.
• Update all volunteers regarding any notifications or potential issues prior to event start.
• Ensure that volunteers are prepared to discuss and answer questions regarding fostering, volunteering and donating to the rescue.

4) Marketing and Development

• Coordinate with Marketing and Development to ensure table covers, PR material and signage is current.
• Ensure any marketing materials needed are requested well in advance of event.
• Work with social media coordinator to promote events.

5) Day of Event - Prior to Opening:

• Prepare site space by ensuring that tables, chairs, supplies and pet crates are set up and/or available for volunteers, fosters and adopters.
• If multi-day event, ensure any overnight supplies needed have been arranged.
• If tables are used, check that they will carry combined crate/pet weight without endangering the animal.
• Crates are to be setup and checked that a pet will not be able to escape or injure itself.
• Computers and hot spots are to be turned on 30 minutes prior to the event to ensure that laptops are connected to WIFI and functioning properly.
• Ensure that foster's and volunteer’s belongings are safely stored under tables or out of the way of the event space.

6) During Event

• Use SHELTERLUV to provide applicant screenings on-site for same-day adoptions and finalizations.
• Provide a level of escalation to any foster or volunteer requiring assistance with an adopter, event patron or foster pet.
• Immediately take charge of the area, fosters and volunteers in case of a major disruption during the event, whether it is a single person who is upset or site emergency.

7) After the Event

• Ensure breakdown, packing up of all LLAR materials and supplies and clean-up of the event site.
• Provide end of event report for organization if requested.
• Provide LLAR end of event report to include:
  • Number of animals adopted.
  • Any problems, issues or concerns that occurred at the event.
  • Improvements for event if LLAR will be participating again.