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