Event Planning & Logistics

• Maintain shared planning documents and project management tools for transparency.
• Develop and manage event timeline, ensuring all deadlines are met.
• Coordinate with featured guests, such as authors, performers, or speakers, including contracting and travel arrangements.
• Research and propose catering options, and vendors; negotiate contracts and manage relationships.
• Create detailed layouts for event space, including seating arrangements and décor placement.
• Establish and manage RSVP and ticketing systems, ensuring smooth guest registration and communication.

Creative Design & Promotion

• Assist in development of the event theme that will inform all branded materials, including invitations, posters, name tags and digital content.
• Assist in print promotion and distribution on Lopez Island.

Volunteer & Vendor Management

• Recruit and coordinate volunteers for event support roles such as setup, registration, and cleanup.
• Liaise with vendors, ensuring timely delivery of services and adherence to contracts.
• Supervise on-site teams during setup and throughout the event

Financial Oversight

• Develop and manage the event budget, tracking all expenses and ensuring cost-effectiveness.
• Provide post-event financial reconciliation and analysis.

Event Execution

• Oversee event setup, including decorations, audio-visual equipment, and catering stations.
• Ensure all team members and volunteers understand their roles and responsibilities.
• Monitor the event timeline and address any on-the-spot issues to ensure a smooth experience for all attendees.
• Post-Event Wrap-Up
• Conduct post-event evaluations
• Write a post-event summary report
• Send thank-you notes to all stakeholders, including sponsors, volunteers, and participants.

Qualifications

• Proven experience in event planning or project management, preferably for nonprofit organizations or fundraisers.
• Strong organizational skills with exceptional attention to detail.
• Experience in developing event themes.
• Excellent communication and interpersonal skills.
• Ability to lead and motivate volunteers.
• Comfort with technology, including RSVP or ticketing systems and graphic design software.
• Availability to work evenings and weekends as needed for the event.

About Us
The Mission of the Lopez Island Family Resource Center is to provide resources and guidance necessary to meet the basic needs of the entire community. Building on this foundation of well-being, we also provide educational and community engagement programs and advocate for a more just and equitable community.
We envision the Lopez Island community as a family in which each person enjoys a positive, meaningful quality of life, knowing our own and our neighbors’ basic needs are met. We are committed to lifelong growth and self-improvement in an environment of respect, kindness, and compassion.

Our core values:

• We believe in an inclusive and just community with opportunity for self-improvement for all.
• We focus on the well-being of our clients.
• We maintain appropriate professional boundaries.
• We meet people where they are.
• We treat our clients with dignity and respect.
• We keep our clients’ information confidential.
• We use best practices.
• We strengthen our community by connecting people and organizations.
• We collaborate among staff and with other individuals and organizations.
• We are a team of self-empowered individuals.
• We are active listeners and have candid, honest, and positive communication.
• We accept input from others.
• We act with integrity and responsibility.
• We continuously evaluate and improve.
• We adapt to the changing needs of our clients and the community.

How to Apply
Submit a resume and cover letter detailing your experience with event planning and your approach to managing community-driven events. Send your resume to Christine Gallagher at christinegallagher206@gmail.com.