Contract Event Coordinator

Job Description

Position Overview
The Contract Event Coordinator will oversee the full planning, coordination, and execution of our three major fundraising events in 2026: our spring luncheon, summer golf outing, and fall banquet. This includes vendor management, event logistics, communication with sponsors and attendees, and onsite event leadership. There may be opportunities to assist with smaller internal events as needed.
Key Responsibilities
Event Planning & Logistics
• Create detailed timelines, checklists, and event run sheets.
• Coordinate venue logistics: room layout, A/V, decor, setup, and teardown.
• Manage catering, rental equipment, volunteer needs, and transportation.
• Ensure every event reflects the mission, values, and brand of the organization.
Vendor & Sponsor Coordination
• Secure and maintain relationships with event vendors (venues, caterers, A/V teams, florists, photographers, etc.).
• Communicate with sponsors on materials, deadlines, and event-day details.
• Track vendor contracts, invoices, and deliverables.
Registration & Guest Management
• Oversee guest registration, ticketing, and communications.
• Coordinate with donors, sponsors, and VIPs as needed.
• Ensure smooth guest flow and check-in processes.
Team & Volunteer Collaboration
• Work closely with the Executive Director and Development Director to meet fundraising goals and event objectives.
• Assign and direct volunteers for setup, guest assistance, and teardown.
• Attend planning meetings and provide regular progress updates.
Event Day Leadership
• Serve as onsite point person for each 2026 event.
• Manage setup, timeline execution, and volunteer coordination.
• Troubleshoot issues quickly and professionally to ensure a seamless event.
Qualifications
• Proven experience planning nonprofit, corporate, or fundraising events.
• Exceptional organizational and communication skills.
• Ability to multitask and meet deadlines.
• Professional, polished, and mission-aligned.
• Self-starter with strong attention to detail.
• Must be available for all event dates and planning meetings.
Compensation
• $10,000 contract amount for coordinating the banquet, golf outing, and luncheon.
How to Apply
Please send your resume, examples of past event work (if available), and a brief note about your experience to:
Linda Trenn at linda@pc-west.org

About the Employer

Pregnancy Center West provides education about positive alternatives to abortion and offers assistance with pregnancy- related services. We encourage chaste lifestyles both for our clients who visit the Center, and for the community through our chastity program in area Catholic schools.