Event Specialist

Helping to give all kids the best chance to live a long and healthy life — that’s what we do at the Stollery Children’s Hospital Foundation. Is that what you want to do, too?

**The position**

We are looking for an Event Specialist who will be responsible for the planning, execution, evaluation, and follow-up of major fundraising events.

Everything we do is for Stollery kids and their families. As a member of our team, you’ll work in a trust-based, collaborative culture with solution-focused team members who encourage ideas, take initiative, embrace change, and celebrate successes.

**Key responsibilities**

Reporting to the Senior Manager, Events, Volunteer Engagement and SWN, you will:
**Event planning**:

- Contribute to the annual budget planning process to ensure updated cost projections for events are captured; be accountable for project variances
- Utilize event templates and project management processes to develop and execute detailed project plans to ensure budget compliance and event caliber is maintained
- Work with Senior Manager to create RFP’s as needed
- Ensure existing event contracts are renewed annually; grow venue relationships and work with contacts to coordinate logístical requirements
- As a project lead, propose a suitable event program and implement accordingly
- Collaborate with external stakeholders as required for partnership and/or signature events to execute the event plan effectively
- Collaborate with the External Relations & Communications team to develop key messages, event promotional materials, event communications program, and auction promotional materials
- Propose event resource plans for staff, collaborate with volunteer team to create resource plan for volunteers, and partner with the volunteer team to train the necessary volunteers
- Coordinate with external event committees to secure auction packages to achieve targeted event budget and book a reputable auctioneer for the event and book a reputable auctioneer for the event
- Secure event silent auction items and/or gift in kind donations; book vendor for silent auction electronic bidding and co-ordinate during event to support bidding promotion
- Arrange for event payment collection process, i.e. in take set-up, credit card processing
- Support securing key event sponsors; steward and build relationships for gift in kind contributions, auction items, event giveaways, etc.
- Work with Sponsorship lead to ensure sponsorship benefits are fulfilled, budget objectives are met, and ROI activities are supported
- Work with Sponsorship lead to create new sponsorship opportunities and recognition benefits to ensure we remain a charity of choice for sponsors
- Source best practices related to event management; assess how these practices might enhance the Foundation’s event management plan; make recommendations to continually evolve event practices and processes
- Lead internal/external operational meetings; develop agendas & prepare meeting minutes

**Event execution**:

- Work with the venue team and other contractors (e.g., caterers, entertainment, etc.) to complete on-site set-up and event roll out
- Provide on-site coordination and role specific training for volunteers and staff to ensure they successfully fulfill their duties
- Provide on-site troubleshooting as necessary for issues that arise
- Manage live and silent auction process and arrange or accept payment for purchases

**Post event evaluation and follow-up**:

- Identify post event follow-up to recognize volunteers, sponsors, and participants, and work with the stewardship team to develop a plan to implement
- Participate in post-event evaluation and identify opportunities for improvement. Document these opportunities in the final report with ideas for implementation in the following year
- Complete final budget reconciliation and explain variances. Submit gross totals to be used for announcements
- Co-ordinate tax receipting for events, ensuring accuracy of receipting requirements
- Follow up with auction purchasers and/or donors and assist with follow through of purchase commitments
- Compile, document, and submit all gift in kind donations

**Internal support and event administration**:

- Maintain donor records in Raiser’s Edge, including regular input of proposals and stewardship activities
- Maintain registration and peer-to-peer fundraising pages required for events in Team Raiser
- Provide expertise and support to the planning of various other events (i.e., donor recognition)
- Attend meetings and press conferences as needed
- Participate in cheque presentations and other recognition events

**Leadership**:

- Represent the Foundation’s values and be an example for others
- Actively promote, participate in, and be an ambassador of the Foundation’s fundraising activities and events to build relationships and further the work of the Foundation
- Educated, ideally with a bachelor’s degree or diploma in a related field (e.g., marketing, event planning) or