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Event Coordinator

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ORGANIZATION: DMV MUSIC ALLIANCE

  • 4 people are interested
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As an Event Coordinator, you will be responsible for planning, organizing, and executing various events on behalf of our organization. Your primary objective will be to ensure the smooth and successful implementation of events, ranging from conferences and fundraisers to corporate meetings and social gatherings. You will work closely with clients, vendors, and internal teams to deliver exceptional event experiences while managing logistics, budgets, and timelines.

Responsibilities:

  1. Event Planning and Execution:

    • Collaborate with clients or internal stakeholders to understand event objectives, requirements, and target audience.
    • Develop event concepts, themes, and formats, considering budgetary constraints and logistical considerations.
    • Coordinate and manage event logistics, including venue selection, contract negotiations, transportation, accommodations, catering, audiovisual setup, and equipment rentals.
    • Create event timelines, production schedules, and floor plans to ensure a seamless flow of activities during the event.
    • Oversee event setup, including decor, signage, registration areas, and exhibitor booths.
  2. Vendor and Supplier Management:

    • Identify and secure suitable vendors, suppliers, and contractors needed for the event, such as caterers, audiovisual technicians, photographers, and decorators.
    • Conduct negotiations, review contracts, and ensure timely payments to vendors.
    • Coordinate with vendors to ensure they understand event requirements and deliver their services as per the agreed-upon terms.
  3. Budgeting and Financial Management:

    • Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
    • Track expenses, process invoices, and reconcile event-related financial transactions.
    • Provide regular budget updates and reports to clients or management.
  4. Stakeholder Communication:

    • Serve as the primary point of contact for clients, attendees, sponsors, and other stakeholders throughout the event planning and execution process.
    • Maintain clear and consistent communication, providing timely updates, responding to inquiries, and managing expectations.
    • Coordinate with marketing and communications teams to promote events through various channels.
  5. On-Site Event Management:

    • Oversee event operations on-site, including registration, attendee management, speaker coordination, and logistics coordination.
    • Manage event staff and volunteers, providing guidance, assigning roles and responsibilities, and ensuring a cohesive team effort.
    • Troubleshoot any issues or emergencies that may arise during the event, making quick and effective decisions to resolve them.
  6. Post-Event Evaluation and Reporting:

    • Collect feedback from clients, attendees, and stakeholders to assess the success of the event and identify areas for improvement.
    • Prepare post-event reports, analyzing event metrics, attendee feedback, and financial outcomes.
    • Contribute insights and recommendations for future events based on evaluation findings.

Requirements:

  • Proven experience in event planning and coordination, preferably in a corporate, nonprofit, or agency setting.
  • Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
  • Excellent communication and interpersonal skills, with the ability to build relationships and effectively collaborate with clients, vendors, and internal teams.
  • Attention to detail and ability to work under pressure in fast-paced environments.
  • Strong problem-solving and decision-making abilities.
  • Proficiency in event management software, online registration platforms, and project management tools.
  • Flexibility to work evenings, weekends, and travel as required by event schedules.

Please note that specific responsibilities and requirements may vary depending on the organization and type of events being coordinated

4 More opportunities with DMV MUSIC ALLIANCE

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About DMV MUSIC ALLIANCE

Location:

2nd Street NE, Washington, DC 20002, US

Mission Statement

To provide resources and support to musicians and music professionals, harness the power of music community-building initiatives, and foster a diverse, thriving, nationally-recognized music scene.

Description

Founded by DMV area music professionals FOR area music professionals, the DMV Music Alliance is a grassroots, non-profit, volunteer organization. It’s goals are dedicated to bringing together the organizations and individuals from all facets of the regional music ecosystem, all genres, and all communities across the DMV, so that together we can develop the services, resources, networks, and tools needed for both our regional musicians as well as our regional industry professionals - from every area genre, role in the industry, background, and area - to grow their careers in music here in the DMV.

CAUSE AREAS

Arts & Culture
Community
Arts & Culture, Community

WHEN

We'll work with your schedule.

WHERE

This is a Virtual Opportunity with no fixed address.

SKILLS

  • Business Development & Sales Management
  • Strategic Planning
  • Management
  • CSR / Volunteer Coordination
  • Resource Development / Management
  • Event Design & Planning
  • Event Management

GOOD FOR

N/A

REQUIREMENTS

  • Orientation or Training
  • 5-10 hours a week (depending on event calendar)

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