Event & Fundraising Coordinator

Chappelow Events (CE) is seeking a full-time Event & Fundraising Coordinator to join our small, tight-knit event planning team. This role is an exciting opportunity for an emerging professional who possesses a collaborative nature, strong organizational skills, attention to detail, superior organizational skills, excellent customer service and ability to function both independently and in a team environment. Prior experience is preferred but not required. 

In close coordination with the President and Vice President, the Event & Fundraising Coordinator will support all communication efforts with clients and client event sponsors, effectively preparing for client meetings, development of fundraising websites, managing auxiliary fundraising efforts for clients, and supporting the training of event day volunteers. 

EVENT PLANNING 

• Manage the planning timeline for all events.

  • Maintain a master planning timeline to be applied and customized across all events. 

  • Review timeline progress with President and Vice President on a bi-weekly basis, helping to identify areas where we or the client are falling behind or areas that require a realignment. 

  • Assist with outlining volunteer and staffing needs for each event and working with the rest of the CE team to review and finalize before passing on to the client for their recruitment and management of volunteers. 

• Manage the budget for all events. 

  • Work closely with the President and Vice President to set budget strategy.

  • Responsible for monthly reforecasting with ongoing expense and income updates.

  • Ensure every version of all contracts, proposals and invoices are saved on the drive for reference (for all vendors). 

  • Manage all contracts and invoices with the client for all vendors. 

  • Updating budget with all final numbers post event, both in expenses and income. 

• Support Client Planning Meetings. 

  • Set an effective agenda for each client planning meeting based on their phase of planning and work with the President and Vice President to determine what CE team members need to be present for each planning meeting based on agenda items, planning timeline and immediate priorities. 

  • Calendar all meetings and send reminders pre-meeting. This should be a combination of virtual and in person meetings throughout the planning process. 

  • Ensure all meeting discussion is captured effectively before sending post-meeting recaps with action items for both teams, summary of discussion points and notes for next steps. 

• Manage assigned vendors for all events.

  • Assist with venue research, securing proposals and contracts from potential venues, presenting those materials to the client with our recommended next steps (in consultation with President and Vice President), finalizing the negotiations with selected venue and managing all communication with the venue through the post-event deliverables. 

  • Vet and recruit all other non-design vendors for the event. Securing proposals and contracts, running any proposals against the budget line for each vendor, and ensuring all contracted vendors meet the standards set by Chappelow Events (all vendors should be vetted and approved by the President and Vice President). Assigned vendors include all services required for the event except: floral, decor, external rentals (non-venue), print, production.

  • Final communication leading up to each event with assigned vendors, which includes load in/load out specifics, sharing of any required documentation (ROS, layout, etc) and ensuring that each vendor has what they need prior to being on property (COIs, etc..). 

  • Provide the venue with all required materials from design and production vendors as provided by the Vice President. 

FUNDRAISING SUPPORT

• Lead all fundraising activities for fundraising events. 

  • Sponsor Support on select events 

    • Manage communication with confirmed sponsors on behalf of the client, ensuring sponsor benefits are fulfilled (logo procurement, receiving approval of logo usage, guest names/information, dietary restrictions, etc.) 

    • Manage spreadsheet to track sponsor benefits, invoice delivery and updating contact information. 

    • Assist with final review of any materials where sponsors are listed, ensuring correct logo and name placement. 

    • Share updated sponsor guest email addresses to the point of contact who is sending out any event teaser emails and for pre-registration in mobile bidding

    • Share updated sponsor guest name/information and dietary restrictions to Marketing & Communications Manager.  

    • For those clients without contracted sponsor support, manager will provide them with a template and strategy conversation around how to best manage this information in preparation for transition to CE team closer to event.

  • Auxiliary Fundraising  on select events 

    • For all fundraising clients - lead fundraising calls with clients to brainstorm, discuss, review and implement all fundraising components that will take place onsite at the event (live auction, silent auction, fund a need, additional games, etc..) 

    • For select clients- Assist with packaging auxiliary fundraising items, writing descriptions, sourcing photos and values. 

    • Provide final copy for all onsite fundraising materials - raffle tickets, mystery pull needs, bid paddle number range, etc…

    • Reviewing all fundraising content with the client for approval and uploading approved content into mobile bidding software. 

    • For select clients- Collaborating with all staff and/or volunteers involved in solicitation of items and managing a master tracking spreadsheet for confirmed items. 

    • Draft a post-event stewardship report recapping fundraising outcomes and next steps for the client. 

  • Fundraising Vendor Management 

    • Working closely with fundraising vendors such as the preferred mobile bidding software, auctioneer, etc. 

ONSITE AT EVENTS

• Manage overall site for events. 

• Manage all assigned vendors, ensuring their effective and complete setup according to the event plans. 

• Monitoring F&B throughout the event, ensuring dietary needs have been met as prescribed and that timing of service aligns with ROS plans. 

• For conferences, managing sponsors needs onsite at events. Ensuring all sponsor benefits are executed and captured for post-event confirmation with sponsors. 

• Co-lead final onsite meeting with Marketing & Communications Manager with the mobile bidding software team, ensuring effective preparation for management of fundraising elements. 

• During fundraising activities, leading the efforts with tracking final bids, updating the financial tab on the ROS, etc. 

Salary Range: $44,000 - $48,000 depending on experience 

Preferred Skills and Qualifications

? Bachelor’s Degree required. 

? Event experience preferred, but not required. 

? Strong verbal and written communication skills. 

? Highly organized, professional, self-starter. 

? An optimistic problem solver with a passion for managing details and systems with a customer-centric mindset.

? A consensus-builder who enjoys supporting others. Able to adapt quickly with an interest in learning new things. 

? Proficiency in Microsoft Office Suite and Google Business Suite (docs, sheets, forms, etc…) required. Experience in Canva, ClickUp, All Seated and One Cause preferred, but not required. 

Schedule and Benefits 

Our small company does not have a physical office space, so the majority of our work is done remotely from our own homes, at the home of our President, or at our favorite coffee shops. We work independently and also collaboratively on a weekly basis. Monday afternoon is generally reserved for team meetings. Tuesday mornings are for individual meetings with company leadership. Wednesdays and Thursdays tend to be filled with client meetings and we try to keep Fridays for independent work projects. This is subject to change based on the event schedule. 

We also offer flexible scheduling. Which means that as long as you are available for scheduled client meetings and company meetings, you can complete other work tasks at the time of day that works best for you. Some tasks will require daytime attention, while others can be done at night. Our team connects regularly to prioritize task work to ensure this flexibility remains beneficial to team members and our clients. This is a full time position with a typical 40-hour work week, though some weeks will require additional hours because of on-site event work. The Event & Fundraising Coordinator will be expected to provide their own laptop and their own transportation. 

Additional benefits include a company sponsored retirement plan with 4% match, a generous PTO plan (there isn’t a limit and planned time off is encouraged!), paid time off on federal holidays, and meals (and lots of coffee) covered whenever we are working collaboratively. Company sponsored health insurance will be offered starting in the summer of 2026 with partial coverage of the employee’s monthly premium.   

To Apply 

Please send a cover letter, resume and three professional references to Sal Scott at sal@chappelowevents.com. Applications will be accepted until August 29, 2025  or until the position is filled.