Summary:

                Responsible for planning and implementing the organization’s events to meet operating budget goals within approved timeframe.  Solicits funds from individuals, corporations, and foundations for special events and/or special fundraising projects.  Responsible for growing event revenue year-over-year to meet growing agency budget needs while also improving stewardship of agency event budget dollars through increased cash and in-kind sponsorships.


Job Segments:

A.  Special Events (Planning, Logistics & Implementation)

  • Oversee creation and implementation of event plans (i.e. Project plan that includes prospect list, timeline, logistics, solicitors) for:
  • Nashville AIDS Walk & 5K Run
  • Signature Event (Avant Garde)
  • Dining Out For Life (DOFL) (limited responsibility)
  • Logistics (only) for smaller donor events to include Donor Appreciation Party, Red Ribbon Breakfast, others
  • Other miscellaneous events, as needed
  • Complete comprehensive project plans and review with Development Staff 12-18 month in advance of events to allow for adequate planning and execution of event deliverables from event staff (marketing/promotional materials, volunteer recruitment, or other assistance needed from team members
  • Facilitate and manage relationships with event Co-Chairs, the Volunteer Committee(s) and sub-committee(s)
  • Works with Director of Marketing & Communications to establish print and digital collateral needs and allocates budget for production
  • Works with Community Engagement & Volunteer Manager to schedule, coordinate and provide support for volunteer solicitations for special events
  • Works with Donor Relations Manager to complete stewardship of guests, sponsors, donors and volunteers post-event
  • Work closely with the Development Manager to develop statistical evaluations and solicit recommendations for continued growth and improvement of events
  • Oversee third party events
  • Other duties as assigned

B.  Sponsorships & Fundraising

  • Build a donor and volunteer base to achieve event revenue goals and enhance public awareness
  • Work with Development Manager to maintain prospect list for each event and monitor solicitation progress by volunteers (AIDS Walk and DOFL), as well as sponsorship funding progress done by members of the development team
  • With the CDO, coordinate special event solicitations with annual campaign, capital and endowment solicitations
  • Develop and maintain relationships with assigned group of special event donors/sponsors on behalf of the agency
  • Complete comprehensive solicitations with assigned prospects for special event sponsorships
  • Monitor fund raising progress with written reports of special event results and activities
  • Provide leadership and motivation of internal and external parties to make events successful
  • Oversee stewardship activities related to assigned donors
  • Actively pursue new opportunities to engage current and potential donors in existing or new events or other special fundraising initiatives
  • Write sponsorship proposals for special projects as assigned to increase both cash and in-kind sponsorships for events and improve overall event net revenue

C.  Marketing, Public Relations & Communications

  • Oversee creation of special events materials in conjunction with the Director of Marketing & Communications
  • Create event specific marketing & PR plans with the Director of Marketing & Communications

D.  Administrative/General

  • Advise CDO on matters relating to development, donor relations and fundraising
  • Supervise fundraising staff as assigned (i.e., AIDS Walk)
  • Leverage and delegate to Development peers and staff to assist with event fundraising
  • Observe all agency policies and protocols
  • Attend agency and committee meetings as assigned by supervisor
  • Perform other duties as assigned by supervisor or agency