The Special Events Coordinator will be responsible for special event planning and execution. The Coordinator will ensure that all special events support the mission and goals of Writers' Theatre. Primary Responsibilities:1. Oversee all aspects of Development Events including the Annual Gala, donor benefit events, Opening Nights and Closing Nights. Specific tasks include creating the event theme and invitation, coordinating the mailing of invitations, generating mail lists, monitoring budgets and timelines, soliciting in-kind donations, monitoring RSVPs, overseeing vendors and coordinating event plans with stage management and artists. 2. Assist the Associate Artistic Director in the coordination of special performances and salons (offered as auction prizes at the Annual Gala). Specific tasks include: setting and maintaining a budget, coordinating contracts for performers, working with donors to schedule events and securing rentals and supplies. 3. Supervise all special events. Specific tasks include: overseeing execution of the event, setting up before the event, managing staff and vendors at the event, ensuring that all necessary supplies are in inventory prior to the event, and cleaning up after the event. 4. Meet the financial and intrinsic goals of each event while managing the event budget. The coordinator will be responsible for having a comprehensive understanding of the goals of the event and creating and executing plans to meet those goals while maintaining the expense budget. 5. Create comprehensive reviews of special events. Identify the successes and challenges of each event after it has concluded. Maintain complete records for each event including budgets, timelines, attendance, vendor contracts, etc. 6. Ensure that event attendees are acknowledged in a timely manner. 7. Maintain a comprehensive events calendar. Ensure that staff and board are informed about all events and any responsibilities they may have. 8. Assist the Director of Development to prepare for Board Meetings including space requests, set-up and clean-up, and preparation of board materials. 9. Work with the Artistic Director and the Director of Development in the coordination and facilitation of theatre tours outside of Glencoe. Specific tasks include coordinating advertising, tracking reservations and payments, coordinating tour details with travel agent and/or tour operator, answering questions from patrons and developing and maintaining the budget. 10. Maintain inventories of printed materials and event supplies. Pick-up and deliver supplies from storage space and/or event sites. 11. Other duties as assigned.
