Special Events Coordinator

About Big Red Barn Retreat

Our mission is to provide heroes with transformative programs, training, and services, so they become the best version of themselves and THRIVE AT LIFE!

Overview
The Special Events Coordinator at the Big Red Barn Retreat is responsible for planning, coordinating, and executing major marketing and fundraising events and various smaller events throughout the year to ensure efficiency and smooth operation. This role supports our mission to serve veterans and first responders by ensuring successful fundraising and community engagement events. The ideal candidate will have strong vendor and sponsor relationship management skills, exceptional organizational abilities, project management skills, and a solid background in maintaining and managing event budgets.

Responsibilities

Event Planning and Coordination

• Plans, organizes, and executes 6 major fundraising and community engagement events annually, along with multiple smaller events using project management skills, best practices, and tools.
• Embraces and enhances event concepts, themes, and formats that align with the organization’s mission and goals. Major events listed below, not all encompassing. [Oyster Roast (Spring); Charity Golf Tournament (September); Fall Jam Country Concert (September / October); Veteran Singer / Songwriter Showcase (June & November); 5K Veterans Day Run; Holiday Gala (December)]
• Creates and manages detailed event timelines and schedules.
• Identifies, negotiates, and secures vendors for events, including caterers, venues, entertainment, and other service providers.
• Cultivates and maintains relationships with sponsors, ensuring fulfillment of sponsorship agreements.
• Develops sponsorship packages and proposals tailored to potential sponsors interested in supporting veterans and first responders.
• Coordinates all logistical aspects of events, including transportation, accommodation, and on-site management.
• Ensures compliance with all relevant regulations and permits.
• Oversees event setup, execution, and teardown processes.
• Serve as the primary point of contact for all event-related activities on-site.
• Coordinate with staff, volunteers, and vendors to ensure smooth event operations.
• Handle any issues or emergencies that arise during events.

Budget Management

• Creates and manages event budgets, ensuring all events are delivered within the allocated budget.
• Tracks and reports on event expenses and revenues.
• Negotiates contracts to secure cost-effective deals with vendors and suppliers.

Marketing & Promotions

• Collaborate with the marketing team to develop and implement promotional strategies for events.
• Utilize social media, email marketing, and other channels to promote events.
• Design and distribute marketing materials such as flyers, brochures, and press releases.

Post Event Evaluations

• Conducts post-event evaluations to gather feedback and identify areas for improvement.
• Prepares detailed reports on event outcomes, including attendance, financial performance, and participant feedback.
• Implements improvements based on evaluation findings for future events.

Other

• Perform other duties as assigned.
• Regular and sustained performance.
• Flexibility to work evenings and weekends as needed for events and deadlines.
• Participate, and in some cases, lead tours of facility to provide program overview

Experience

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field.
• Minimum of 2 years of experience in event planning and coordination, preferably in the non-profit sector.
• Proven track record of successfully managing events and securing vendors and sponsors.
• Knowledge of project management processes, tools, and best practices.
• Strong budget management skills and financial acumen.
• Excellent organizational and multitasking abilities.
• Exceptional communication and negotiation skills.
• Experience with project management software like Monday.com.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work flexible hours, including evenings and weekends, as required by event schedules.
• Attention to Detail: Ensures all aspects of events are planned and executed meticulously.
• Creativity: Develops innovative event concepts and solutions to challenges.
• Problem-Solving: Quickly identifies and resolves issues that arise during event planning and execution.
• Interpersonal Skills: Builds and maintains positive relationships with vendors, sponsors, and participants.
• Time Management: Manages multiple events and tasks simultaneously while meeting deadlines.
• Commitment to Mission: Demonstrates a passion for serving veterans and first responders and supporting their needs through impactful events.

Job Type: Full-time

Pay: From $50,000.00 per year

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Marketing: 3 years (Required)

Ability to Commute:

• Blythewood, SC 29016 (Required)

Ability to Relocate:

• Blythewood, SC 29016: Relocate before starting work (Required)

Work Location: In person