Adoption Event Coordinator

Adoption Event Team Coordinator

Job Description

4/2026

Coordinator: You are the EAPL liaison that works directly with our Director of the Dog Program and Community Events Director: Cathleen Timmons. That Dog Program Director will forward you emails from outside organizations or individuals that would like to have EAPL do an adoption event at their business or also names of Volunteers that would like to volunteer with EAPL on the adoption event team.

Job Duties:

OVERALL DUTIES

1) You maintain and schedule the adoption events throughout the year as well as coordinating with Vendors requesting adoption events and Cathleen on other non-adoption events so that the calendar and fosters don’t get overloaded.

2) You send emails out to all members of the Adoption event team with the updated signup genius link throughout the year and have them sign up for events they can lead. The sooner this is out the faster the team members can plan their schedules. You as the coordinator can also lead events if wanted.

3) When an event is scheduled and we have team leads you can worth with our Volunteer Web wizard Kirsten who does an amazing job making fliers for adoption events, Some organizations want us to use their flier which is 100% okay and we just add EAPL Adoption Event to the flier, (EAPL owns adobe pro to do this with)

4) You are in charge of letting Ira Moss Imoss@eapl.com the dates of all upcoming adoption events with location, times name of event so he can get it on the website. Please do as soon as event is scheduled.

5) Send and email to the NCL (National Charity League) coordinator to give her the dates of the event and what shifts and how many volunteers are needed.

6) 1 week prior to the adoption event send an email to all fosters in EAPL via the google drive to invite them to the adoption event with all the details of the event. Also all emails to the fosters must have the disclaimer about transport and vaccines on them each time. Track all RSVP’s for the event so the team leads know who is coming, you will need to send this email out at least twice.

7) Coordinate with Bambi/Ira on the EAPL Transport Van to get it to the event, They can coordinate with our authorized van drivers to get the van to the event for set up and back for break down.

8) Day of an adoption event make sure you have gotten the dog list and volunteer list to the team leads via email the night before and a hard copy in the lt blue file box. (the dogs will change on the day of so don’t sweat this too much)

9) On the day of each adoption event you are the first point of contact for the team leads to reach out to if there are questions or issues. IF you are not available by phone on the day of the event per-coordinate with the Dog Program director (Cathleen Timmons) so she can be the contact.

10) Coordinate with Bambi/Ira or someone else if wanted to take all toys, towels, dog bowls after each event and sanitize them (bambi/ira currently do and are happy to continue)

11) Maintain the hard copies each year of the Volunteer Release of Liability forms that each EAPL volunteer is required to sign for each event.