Event Coordinator (Temporary Contract)

**Job Overview** * HGF staff will lead the overall event strategy * The coordinator's role is execution and support * Vendor contracts, sponsorship fulfillment, and race management are already in place **EVENT COORDINATOR RESPONSIBILITIES:** Pre-Event Production * Finalize event production timeline and operational plan. * Coordinate with race management company, venue representatives, vendors, exhibitors, sponsors, and partners. * Confirm logistics for registration, staging, signage, audio visual, entertainment, refreshments, and participant activities. * Coordinate event materials, participant packets, giveaways, awards, and sponsor recognition items. * Recruit, organize, and manage volunteers. * Conduct planning meetings and production check-ins with HGF leadership. Event-Day Coordination * Serve as the onsite lead for event execution. * Coordinate setup and breakdown activities. * Manage vendor arrivals, sponsor activations, exhibitors, and volunteers. * Oversee registration and participant flow. * Ensure all event elements are delivered on schedule. * Troubleshoot and resolve operational issues in real time. * Support speakers, sponsors, dignitaries, and special guests. * Maintain a positive and welcoming environment for participants and families. Post-Event Wrap-Up * Coordinate event load-out and vendor reconciliation. * Assist with final reporting and event evaluation. * Provide recommendations for future event improvements. Qualifications * Minimum 3 years of event production, event management, race management, nonprofit event, conference, or community event experience. * Proven ability to manage large-scale events with multiple stakeholders. * Strong project management and communication skills. * Experience working with sponsors, vendors, volunteers, and community partners. * Ability to work independently and manage competing priorities. * Proficiency with Microsoft Office and event registration platforms. * Ability to lift up to 25 pounds and work outdoors for extended periods on event day. Preferred Experience * Charity walks, races, or fundraising events. * Healthcare, nonprofit, or community-based organizations. * Sponsor and exhibitor management. * Volunteer coordination. **To Apply** Please submit: * Resume * Brief cover letter highlighting relevant event production experience * Examples of events managed or produced Pay: $2,500.00 per month Work Location: In person