Event Coordinator

ORGANIZATION DESCRIPTION: C.A.R.E. Wellness Center & Services

DEPARTMENT: Marketing

ROLE TITLE: Event Coordinator - Fundraising Empowerment Retreat March 2025

LOCATION: Remote/Olympia, Washington State

LEVEL/SALARY: Volunteer

COMMITMENT: P/T 10-20 Hours/Week, December 1, 2024 through June 31, 2024

REPORTS TO: Steering Committee, CEO, and CFO

DESIRED HOURS: Monday through Saturday, Part-time Flexible Hours

C.A.R.E. Wellness Center is a 501(c)3 nonprofit charity with a mission of providing a safe farm stay, holistic retreat, and wellness programs for BIPOC community and allies for equality. Its programs are focused on persons of color and work with vulnerable populations such as BIPOC with justice-involvement, foster youth, and those suffering mental health challenges. The person in this role must be sensitive to these populations and center their duties on wellness.

Our Mission is to provide a safe farm stay, holistic retreat, and wellness programs for black, indigenous, people of color and allies, to recover from Post-Traumatic Slave Syndrome via Spirituality, AgroTourism, and Racial Justice.

Our Vision is Connectivity: to Nature; to God; and to Self. Our goal of acquiring farmland is to establish a safe spiritual retreat for people of color to escape constant trauma and begin repairing their fractured foundation and realize self-actualization. Our programs are a research community project with a goal of empowering others to heal from PTSS.

The Founder, Chair, and CEO is a woman of color, Pansexual, and person with disabilities fully committed to the growth of both C.A.R.E. Wellness Center (nonprofit) and C.A.R.E. Family Services, LLC (for-profit), also doing direct services for children and youth. We highly encourage an ethical, organized, and ambitious student or seasoned professional to help support the foundation of this new and unique nonprofit for the community. This is a home-based office welcoming volunteers, guests, and visitors for meetings while fundraising for farmland to headquarter wellness programs.

JOB SUMMARY:

The Event Coordinator at C.A.R.E. Wellness Center & Services will be the driving force behind the organization and execution of events that align with our marketing strategy and campaign calendar. This role is crucial in creating engaging and meaningful experiences for our community, fostering relationships with stakeholders, and providing exceptional customer service to program participants and registered attendees.

RESPONSIBILITIES:

• • Event Planning and Coordination:Develop and implement a comprehensive plan for an upcoming events in 2026, including logistics, timelines, and budget considerations.
  • Organize and coordinate events from conception to completion, ensuring they align with the marketing strategy and calendar.
  • Coordinate with internal teams, volunteers, and external vendors to ensure all aspects of the event are well-planned.
  • Participant Engagement:Serve as the primary point of contact for program participants, registered attendees, and other stakeholders, managing relationships before, during, and after events.
  • Provide top-notch customer service, addressing inquiries and concerns promptly, and ensuring a positive experience for all involved.
  • Create strategies to recruit and engage participants, teams, and sponsors for the walkathon.
  • Provide support and resources to participants for effective fundraising efforts.
  • Marketing and Promotion:Develop and execute the marketing plan to promote the event, leveraging various channels such as social media, email campaigns, and community outreach.
  • Collaborate with the marketing team to create promotional materials and press releases.
  • Work with Steering Committee to help manage event budgets, track expenditures, and provide financial reports.
  • Sponsorship and Partnerships:Identify and secure corporate sponsors, community partners, and in-kind donations to support the event.
  • Maintain positive relationships with sponsors and partners throughout the planning process and during the event.
  • Negotiate with vendors and service providers to secure the best rates and services for events.
  • Logistics and Operations:Oversee all event logistics, including venue selection, catering, transportation, and accommodation arrangements.
  • Oversee all logistical aspects of the event, including facilities, housekeeping, itinerary, permits, equipment/supplies, participant registrations, and participant satisfaction.
  • Coordinate with volunteers and staff to ensure smooth event operations.
  • Fundraising Tracking:Implement systems for tracking and managing participant fundraising progress.
  • Provide regular updates to participants and sponsors on fundraising goals and achievements.
  • Event Day Coordination:Lead on-site coordination February 28-March 9, 2025, managing volunteers and contracted facilitators, overseeing set-up and breakdown, and addressing any issues that arise remotely and in-person.
  • Ensure a positive and engaging experience for all participants.

ESSENTIAL FUNCTIONS:

• Types 35+ WPM
• Excellent oral, text and written skills
• Team Collaboration: Work closely with the other departments to support their objectives and integrate their needs into event coordination.
• Community Engagement: Engage with the local and online community to foster relationships and partnerships that promote wellness and mental health awareness.

PROGRAMS USED:

• Microsoft Suite
• Notion CRM
• Office Machinery
• Fundraising platforms

WORK CONDITIONS & PHYSICAL REQUIREMENTS:

The Event Coordinator works flexible shifts remotely with some scheduled time in office, meeting and event settings during quarter sessions for programs, with minimal bending, stooping, sitting, and kneeling. May require long periods of standing. Exposure to animals, plants, perfume/incense, and nuts. May require infrequent lifting up to 50 lbs. May require some local travel.

QUALIFICATIONS:

• Bachelor’s degree in Event Management, Marketing, Hospitality, or a related field.
• Minimum of 2 years of experience in event coordination, preferably within a nonprofit or wellness environment.
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills.
• A passion for wellness, mental health, and community service.

C.A.R.E. Wellness Center is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all stakeholders.

NEXT STEPS: Please Apply HERE! https://forms.gle/TEe1B5c7krmZxRap7