EVENT COORDINATOR - Farm to Table, Ocala

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Florida Cancer Specialists Foundation is looking for an Event Coordinator volunteer in the Ocala Area for the Farm to Table Event, which be held on January 29, 2022 at a private residence in the Ocala area. Join the planning committee, we need an outgoing and dedicated individual to solicit auction items and sponsors, coordinate and assemble auction items, plan logistics including décor and set up. This volunteer will report directly to the Development and Event Manager. The monthly committee meetings are virtual via Zoom until further notice due to COVID-19.

Key Event Coordinator Duties:

• Helps build-out the committee, manages committee, plans meetings, reports to the Event Manager with the Foundation
• Plans the meeting agendas and coordinates distribution
• Works with local businesses to promote event
• Promotes event to local media and on local community calendars
• Works with the Foundation to manage the event logistics (seating arrangements, floor plan, menu/food stations, bar/beverages, lighting - may be coordinated with Décor committee as needed, A/V, staging, dance floor, etc.) leading up to the event and on-site during the event set-up and tear down
• Oversees all auctions and responsible for gathering/soliciting items from local businesses
• Creates and tracks list of items (includes item descriptions, value, photos, contact information for thank you notes)
• Sets up the auction item information in mobile bidding site with Auction Committee
• Sets up auction display at event and oversees the auction for entire event including closing of auction, check out and runners, clean up at end of event and follow-up on any items not picked up by winners
• Works directly with the Foundation and Event Chair on coordination of a/v, music, auctioneer, emcees, program, run of show
• Responsible for managing and directing the flow of fashion show on-site
• Must commit to attending the event as the event coordinator

*** Committee Members
* Must attend at least five committee meetings in person or via conference call
* Responsible for recruiting other committee members to assist in your specific sub-committee
* Responsible for promoting event/ticket and table sales to friends, family, business associates
* Responsible for assisting in soliciting sponsors - local businesses, companies you use for services (personal or professionally), friends with businesses who would like exposure
* Assist the silent auction committee by soliciting (or donating) at least one silent auction item
* Must commit to attending the event either as a volunteer or a guest
o If planning to attend as a guest, must purchase an event ticket (seat)
o If planning to volunteer time to assist with day of event needs (i.e. setup/tear down, registration, auction, raffle sales, etc.), ticket purchase is not necessary and volunteer meal will be provided
▪ Please note that members/chairs of sub-committees with vital, on-site responsibilities must plan on being available at the event for pre-event setup, during the event and event tear-down