Event Manager

Our mission is to ignite a lifelong love for healthy food. Apple Seeds offers experiential garden and

culinary based education to students through programs on our Teaching Farm and in schools, and provides support of fresh produce to local school pantries. Through this work, our programs reach over 21,000 students a year. For more information about Apple Seeds, visit https://appleseedsar.org/ .

In support of this mission, we host private events, venue rentals and fundraising events at our farm.

The Event Manager is responsible for ensuring that Apple Seeds events are engaging, meaningful, and welcoming experiences. The role is responsible for leading the event team to promote, coordinate, implement and oversee the organization’s fundraising events, private dinners and venue rentals, and manage administrative tasks of the department. Currently, the Apple Seeds event calendar includes monthly Kitchen Table Dinner Series, five annual fundraisers, 3-5 private events per month and various non-revenue events throughout the year.

The position will oversee and be responsible for organizing all event logistics, coordinating with guests, chefs, volunteers, and staff , and ensuring events run smoothly from planning through completion for NWA region. The Event Manager will support the initial start up of a small series of events in the Central AR region. The position will also play a key role in strengthening existing community partnerships, building new relationships, and creating meaningful connections within the communities we serve.

The Event Manager is a member of the Development Team and reports to the Development Director .

The ideal candidate is detail-minded and self-directed while demonstrating an appetite for everyday challenges, unique experiences, meaningful memories, and a good pair of farm boots.

• Collaborate interna lly with Apple Seeds Executive Director and Development Director in idea conversations for internal events and celebrations , as well as externally with area chefs, clients, and contracted staff and vendors.
• Build and manage a team of volunteers and contracted Event Leads, including recruitment, scheduling and training. At times, this position may also manage an event intern.
• Continuously monitor overall event operations for improvements to policies and processes, especially related to public health, guest safety, and property safety. Review and refine event policies and contracts annually.
• Communicate with other departments regarding calendar availability and scheduling, space overlaps and combined logistics.
• Field requests for space rentals, tour prospective clients, discuss policies and contract parameters to determine alignment. Maintain oversight of event pricing and create custom event packages as needed, keeping profit margins and costing in line.
• Complete private event processing: confirmation emails, contracts and required paperwork, payments, verification of details, tracking sales and project management details. Analyze flow of this process and corresponding documents, recommending improvements in event operations and administrative processing.
• Pre-planning coordination for all events: schedule staff/volunteer/vendors as needed, determine rental equipment orders, organize all venue details based on event (tables, chairs, napkins, menus and service details, dishes, table decor, etc.); prepare event documents (such as show flow, planning checklists, prep sheets) for on-site use by event team.
• Act as Lead Coordinator for day-of event, managing all logistics and participating in operations at the event. Duties will also include greeting clients/guests onsite, reviewing use policies with clients, directing vendors and volunteers, attending to…