Event Coordinator, Creative Arts​/Media

Description

We are seeking a detail‑oriented Contract Event Coordinator to serve as the primary coordinator for an upcoming fundraising gala. This short‑term, project‑based independent contractor role is responsible for planning, organizing, and executing all logistical aspects of a one‑time fundraising event. The Event Coordinator will manage event timelines, vendor coordination, venue logistics, run‑of‑show planning, and day‑of‑event execution to ensure a successful and seamless guest experience aligned with the organization’s fundraising goals.

This role works closely with internal staff and key stakeholders to support event planning, communications, and on‑site coordination.

• Serve as primary point of contact for all event logistics
• Coordinate with venue, vendors, and service providers
• Develop and manage event timeline and run‑of‑show
• Support guest list management and event communications
• Oversee event setup, execution, and breakdown on event day
• Monitor event‑related expenses and vendor coordination

• 2+ years of experience coordinating or managing events, preferably fundraising or nonprofit‑related events
• Demonstrated experience coordinating vendors, venues, and event logistics from planning through execution
• Ability to develop and manage detailed project timelines and event run‑of‑show documents
• Strong organizational and communication skills with the ability to manage multiple priorities and deadlines
• Experience working within an established budget and tracking event‑related expenses
• Must be located within the San Francisco Bay Area and available to attend occasional in‑person site visits and provide on‑site coordination on the day of the event
• Availability to attend virtual planning meetings via Zoom; most planning and coordination activities may be completed remotely at the contractor’s discretion
• Ability to work independently as a contractor and provide their own equipment as needed (e.g., laptop, phone)

This is an independent contractor position for a one‑time event project with an anticipated engagement period of approximately six (6) months. Total contractor compensation for this engagement is budgeted at up to $15,000.