Jacksonville Historical Society – Event Coordinator

, Posted Sep 21, 2022 JACKSONVILLE, Florida

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Expires Dec 31, 2022

Description

Coordinate and oversee the execution of annual fundraising events, special events, and special projects, including, but not limited to:

• Gingerbread Extravaganza – Our single largest fundraising event, with planning beginning in July and event schedule completing in late December.
• The Great Fire Run 5K & Fun Run – This annual event takes place on the Saturday nearest May 3, with planning beginning in January.
• Florida-Georgia Football / Gator Bowl – Annual tailgate activities at A. Philip Randolph campus which provide rental income.
• Speaker Series Program – Monthly history lectures at Old St. Andrew’s Church or other venues.
• Special Fundraising Events – Offsite ticketed events at offsite venues, typically includes reception prior to program.
• Jacksonville Bicentennial Bell – A special project commemorating the city’s 200th birthday, which includes donor development events and unveiling event.

Essential duties and responsibilities

General Responsibilities Event planning, design and production while managing all project delivery elements within time limits, including but not limited to: • Identify participant needs to ensure satisfaction. • Obtain bids and negotiate contracts for required services, such as JSO presence for event security or street closures, permits, facility cleaning, catering, outdoor event tents, portable toilets, etc. • Provide feedback and periodic reports to stakeholders. • Propose ideas to improve provided services and event quality. • Organize facilities and manage all event details – as needed, such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc. • As required, ensure compliance with insurance, legal, health and safety obligations. • Specify staff requirements and coordinate their activities. • Coordinate with Chief of Staff to promote and publicize event. • Proactively handle any arising issues and troubleshoot any emerging problems. • Conduct pre- and post-event evaluations and report on outcomes. Specific Responsibilities Gingerbread Extravaganza • Participate with staff in setting event calendar • Serve as liaison with South Jacksonville Rotary Club (table. and electrical set up), Junior League (tree decorations), and ASM Global (borrowing of tables). • Confer with Junior League on tree themes. • Coordinate event volunteers (JHS volunteers, VyStar, etc.) and staff schedules. • Serve as liaison to gingerbread display builders, coordinating drop-off and pick-up times. • Source local bakeries to donate wrapped baked goods for bakeshop; coordinate drop-off schedules. • Coordinate annual gingerbread cookie purchase from Fresh Market. • Source local retailers/restaurants for gift cards for winning displays. • Assist CEO in obtaining sponsors. • Coordinate judging of displays and videography of finished exhibit. • Coordinate VIP/Builders Reception. • Set up gift shop / bakeshop. • Create sign-ups for volunteers, ticket purchases, etc. • Work with Chief of Staff on advertising; sponsor signage; display placards Great Fire Run 5K • Serve as JHS liaison with race coordinator. • Coordinate event volunteers and staff for packet pickup on Race Day Eve, Race Day. • Source items for runners’ race packets and winners. • Assist committee chair in obtaining sponsors. • Assist committee chair in obtaining Race Day vendors (food, beverages, health, etc.). • Coordinate Race Day set up: vendors, packet pickup, registration, book sales, displays. • Work with Chief of Staff on advertising; sponsor signage. Florida-Georgia Football / Gator Bowl • Serve as JHS liaison with City of Jacksonville, JSO and event coordinators. • Coordinate with ASM Global and event day(s) onsite plumber (Terry Vereen). Perform other duties as assigned to meet the needs of the organization.

Qualifications

Prior event planning experience; bachelor’s degree required. Excellent written and verbal communication skills are essential, plus interpersonal skills, ability to relate well with staff, the public, and a diverse community of members. Highly organized, detail conscious, and competent with software products such as Microsoft Office. Knowledge of Jacksonville history helpful, but not required.

Education and Experience

Prior event planning experience; bachelor’s degree required. Excellent written and verbal communication skills are essential, plus interpersonal skills, ability to relate well with staff, the public, and a diverse community of members. Highly organized, detail conscious, and competent with software products such as Microsoft Office. Knowledge of Jacksonville history helpful, but not required.

Salary/Salary Range

Hours: Flexible work week, occasional evenings/weekends; 30 hours/week Compensation: Commensurate with credentials and experience, $24/hour

Company/Organization

Jacksonville Historical Society

http://www.jaxhistory.org

Contact

KATHERINE HALLOCK | Email