DETAILS:

Event Coordinator (Contractor)

Career Technical Education (CTE) Foundation is seeking an Event Coordinator November 1, 2022-May 31, 2023, to support the fundraising and event goals for the organization’s annual “Spark the Future” fundraiser.

About Our Organization

Our mission is to innovate the education-to-career experience to strengthen economic development and student success. We do this by expanding and enhancing career technical education programs throughout the county to align with the economic and workforce development needs of local employers and industries. Our work is guided by a vision that all Sonoma County students have rewarding careers that strengthen their lives, our community, and the economy.

We have a commitment to diversity at CTE Foundation — in backgrounds and in experiences. We need people from all backgrounds to help innovate our education system and ensure equitable access to quality, career-connected learning experiences. We are deliberate about the kind of team and culture that we are building, seeking team members that are strong in their own aptitudes and share CTE Foundation values of equity, empowerment, engagement, experience and entrepreneurship.

Event Design

This is a two-part event.

From approximately 4:00 pm-6:00 pm, we host a Student Showcase where student clubs/classes showcase their CTE projects from the year. As a nonprofit organization that supports students and schools, our hope is to feature up to 10 -15 student classrooms/projects showcasing hands-on learning.

The second part (6:00 pm-8:30pm) is a more traditional fundraiser including dinner, drinks, fund-a-need and a few auction packages.

Event Goals

Attendance = 250

Fundraising goal = $300,000

Scope of Work

CTE Foundation’s 2023 Spark the Future fundraiser is entering our 6^th year of hosting this event. The CTE Foundation staff is an all-hands-on deck when it comes to event execution and the Event Planner is supported by a full team of seasoned professionals including a full time Resource Development Director, Marketing Director, Administrative Manager, Vice President of Impact/Investments, Community Engagement Specialist, Director of Student Experience, Student Intern and the CEO.

1. Strategic Event Design
   1. Lead on the strategic event design
   2. Provide consultation to CTE Foundation staff on event budget and timeline
   3. Confirm date and location for 2023 event and handle contract negotiations
   4. Secure event caterer and handle contract negotiations
   5. Identify other vendors needed including design, print and audio/visual services and negotiate contracts as needed

2. Corporate Sponsorship
   1. Support CTE Foundation staff in refining the sponsorship benefits and materials to solicit sponsorship from previous as well as new partners/donors
   2. Update outreach flyer and materials to support solicitation
   3. Review of existing solicitation list and provide input on potential sponsors
   4. Collection of sponsorship logos/conversion to appropriate format for use online and in marketing materials
   5. Management of sponsorship benefits to ensure commitments by CTE Foundation are met

3. Marketing/Communications
   1. Manage graphic design and print vendors to develop print and digital invites
   2. Develop copy for the auction booklet including auction package write-ups
   3. Manage and design advertising including print, radio and social media
   4. Design and post relevant social media to support event sponsorship, ticket sales and sponsorship benefits
   5. Manage the event ticket website (via Greater Giving)
   6. Send message(s) to previous event participants from GG
   7. Facilitate phone calls/emails/texts to encourage registration and participation

4. Greater Giving Database/Website/Auction site
   1. Preference is for contractors familiar with Greater Giving
   2. Build Fundraiser Project
      1. Create items/packages to facilitate ticketing, auction, etc.
   3. Build website w/in GG for ticketing, sponsorship, etc.
   4. Standardize all logos for sponsorship page
   5. Update relevant pages when new sponsors are added
   6. Greater Giving Data Entry and management including
      1. In-kind donations
      2. Registration/ticket levels

• Other (golden ticket, etc.)

5. Auction Support
   1. Provide strategic support and work with CTE Foundation staff and the Fund Development committee to manage solicitations and assembly of experiential/one-of-a-kind auction packages to include brainstorming ideas, outreach and securing final packages
   2. Manage and/or write up auction package descriptions for use in marketing
   3. Get logos/post to Greater Giving and include in other communication efforts
   4. Pick up/collect items/organize/distribute
   5. Reminder texts to bidders re: auction

6. Program Support
   1. Develop program run-of-show and identify roles for CTE Foundation staff, Board of Directors & volunteers
   2. Develop PowerPoint looping presentation and program
   3. Provide guidance to facilitate filming event-related videos (for fund-a-need)
   4. Write scripts, if applicable for hosts or emcees
   5. Secure host(s) as needed
   6. Secure auctioneer, communicate packages or fund-a-need

7. Other
   1. Raffle license
   2. ABC license, if applicable
   3. Process vendor invoices

8. Day-of activities
   1. Implement event design
   2. Direct set up/tear down activities
   3. Be lead on-site contact for vendors, rentals, venue staff, entertainment, volunteers
   4. Manage set up of registration/check out
   5. Facilitate A/V and other technology
   6. Secure volunteer and student snackz

9. Post-event activities
   1. Manage all post-event activities in Greater Giving/reconcile as needed/send invoices to guests/donors
   2. Provide final fundraising report
   3. Post-event communications:
      1. Facilitate Email/Video thank you next day
      2. Email results as soon as possible

• Support thank you cards from Board of Directors to donors $5k+

1. CEO notecards to donors, MC, auctioneer
2. Thank You email to volunteers
3. Sponsor thank you f/up with infographic with $ results, impressions, etc.

• Business and sponsorship acknowledgement letters
• Thank you messaging & manage design of Press Democrat thank you ad

Submit a Proposal

Interested parties should submit a proposal via email outlining their skills and experience along with a proposed budget. For more information on the event or scope of work, please contact Leslie Simmons at (916) 216-3102 or lsimmons@ctesonomacounty.org.