Event Coordinator, Business

Location

• ** This position may be located in Wichita OR Lawrence ORTopeka**

The Event Coordinator has a clear understanding of event planning and coordinating logistical pieces of multiple conferences/events. The Event Coordinator is flexible and can work collaboratively with different partners (both internal and external), managing competing priorities.

They have a high level of attention to detail and are a strong communicator in writing, in person, and virtually.

• Oklahoma Teen Conference (February/March)
• Child Welfare Conference (February)
• Child Passenger Safety Technician Update (March)
• DCCCA Foster Family Conference (April)
• Leading Causes of Life 5k and Festival (April/May)
• Kansas Suicide Prevention Coalition (May)
• Kansas Youth Advisory Council Summer Conference (June)
• Summer Sendoff (August)
• Kansas Home Visiting Conference (September)
• Kansas Regional Youth Workshops (September)
• Recovery Month Celebrations (September)
• DCCCA United (September)
• Douglas County Youth Empowerment & Prevention Kickoff (September)
• Kansas Opioid and Stimulant Conference (December)
• Kansas Traffic Safety Teen Conference (November)

• Consults with internal and external partners to determine objectives and outcome requirements for events, such as meetings, conferences, and conventions
• Manages conference vendor, service provider, and sponsorship relationships
• Negotiates and executes contracts, utilizing Request For Proposal (RFP) processes
• Coordinates speaker logistics including, but not limited to, research, outreach, and database maintenance
• May assist with developing event topics and choosing featured speakers
• Designs and implements efforts to publicize events and promote sponsor ships
• Develops and executes recruitment plans to engage participants
• Manages event and conference budgets, coordinating with program directors and managers as needed
• Reviews event invoices for accuracy and approves payments
• Researches and selects conference app platforms and content
• Creates content for web presence and social media posts for each event
• Plans, manages, and implements registration of event participants
• Coordinates services for events, such as accommodation and transportation for participants, facilities, audio-visual equipment, catering, signage, displays, special requirements, printing, and event security
• Inspects event facilities to ensure they meet expectations
• Designs, produces, orders, and organizes conference materials
• Follows fire and health department safety protocols
• Conducts and reviews post-event evaluations to determine how future events could be improved and implements improvements as appropriate
• Maintain records and reporting of various event aspects, such as attendance, budgetary details, etc.
• Resolves conflicts and handles participant concerns