Brite Nites Event Coordinator

Brite Nites Event Coordinator

Wagner Farm Arboretum

Job Description

Wagner Farm Arboretum is seeking an Event Coordinator with outstanding organizational skills to manage the Brite Nites2015 event. Brite Nites is the Arboretum’s major Fall fund-raising event offering a uniquePumpkin Path, a Haunted House and a Café for the enjoyment of visitors of all ages.

This position is a contract, hourly paid position starting March 16, 2015 and ending in November 2015. The number of hours required per week is dependent on the coordinator’s tasks or activities. It is anticipated that a total of 400 (four hundred) hours will be required for the duration (March to November). Occasional evening hours are required for event team meetings between March and September. Evening/weekend hours are required during the event dates of October 7, 9, 10, 11, 16, 17, 18, 23, 24, and 25. The rate is $15.00 per hour.

Job Responsibilities

The Brite Nites Event Coordinator will have overall management responsibility for the execution of the tasks with the goal of producing a successful event. The Event Coordinator works directly with Event Team Leaders responsible for the components of the event such as Volunteer Coordinator, Pumpkin Path Coordinator, Haunted House Director, Electrical and Grounds, Café Manager, Ticket Sales, Parking Manager, Safety Managerand others.The Event Coordinator reports to the President of the WFA.

The specific tasks for the Event Coordinator are as follows:

1. Document the overall event scope and timelines. Coordinate with component leads to ensure each component’s scope and timelineis defined and rolled up to the event timeline.
2. Manage the overall event logistics and schedules. Hold planning and status meetings on a regular schedule with Event team. Provide status reports to the WFA President including tasks planned/completed, issues and budgets/expenses.
3. Communicate event plans, status and changesamong the Event team.
4. Identify event issues, help to resolve event issues, or escalate issues to the President.
5. Manage and maintain the event budget, and coordinate budgets among component leads.
6. Develop and execute a “Public Relations” task list and timeline. The Event Coordinator will create and send out press releases according to deadlines, and createpromotional materials.The Event Coordinator will work closely with WFA PR team to coordinate thecreation ofsigns, flyers, WFA website updates and social media updates.
7. Work with the President and/or Trustees to identify Sponsors and Dignitaries for invitations, donations or funding. Work with Sponsorship team to seek donations, sponsorship, advertising or other partnerships to reach fundraising goals.
8. Work with President and/or Office Manager on tasks requiring Township involvement such as Permits, Police/Fire/Rescue, Fire Marshall inspections, DPW, or tenants.
9. Work with WFA Trustee(s) to review liability insurance coverage, contingency plans, emergency plans.
10. Work with Office Manager and President to ensure Brite Nites Event activities are in synch with the overall Arboretum’s plans, timelines and activities.
11. During the event nights, one designated Trustee will be in charge. The Event Coordinator will monitor activities within each component and the overall running of the event to resolve issues or escalate to the Trustee in charge.
12. Wrap-up (After the Event): Event Coordinator to conduct a post-op review with the event team. Provide a post-op report to the President including accomplishments, budget/expense reports. Participate in event “tear down” activities with the volunteers. Work with President and Office Manager to produce and send Thank-you letters.

Qualifications

• Experience withspecial events coordinationor fund-raising activities.
• Possess a valid NJ motor vehicle driver license.
• Undergo the appropriate background investigation.

• MS Office (Word, Excel) skills.

About Wagner Farm Arboretum

The Arboretum is a non-profit 501-(C) 3organization whose fundraising goals benefit children and adults through programs that include community outreach, environmental education, and anappreciation of the natural environment located at 197 Mountain Ave., Warren NJ. “Brite Nites” has been named one of the Top 5 Halloween Events in NJ and has been a successful fundraiser for the Arboretum.

Contact

Please contact Mary Delello at or 908-350-7383 for immediate consideration or if you have questions.

Wagner Farm Arboretum ∙ 197 Mountain Avenue, Warren, NJ 07059 ∙ ∙ 908-350-7383