SBMS Auction Event Planner
Timeline: December 2019/January 2020 - June 2020
This temporary contracted role will support the SBMS Development Department as the acting event planner for our annual Auction benefit, held on May 2, 2020. We are soliciting proposals which should include a cover letter, resume, proposed price for performing the role responsibilities and deliverables mentioned below, including a minimum of 3 professional references.
Auction Event Overview:
The SBMS Spring Dinner and Auction Benefit (Auction) is a critical fundraising and community building event for SBMS. This year’s event will be held on May 2, 2020 at the Santa Barbara Carriage Museum, with an expected 250 attendees. The Auction has been a part of the school’s annual fundraising activities for many years, thus much of the infrastructure is already in place.
This role will work closely with and support the Development Director with the planning of the Auction Benefit, including:
Vendor Management: Secure contracts with required vendors (lighting/AV, catering, bar, rentals, and others as necessary); manage vendor communications leading up to event; visit vendor offices (as needed) to finalize orders; draft and distribute vendor timeline and schedule; orchestrate and be present for vendor venue visits; collaborate with SBMS staff to ensure final vendor payments.
Event Management: Develop a plan for event flow in the venue; draft event timeline and distribute to SBMS staff; draft and confirm weather back-up plans (indoor/outdoor venue).
Day Of Management: Oversee arrival of vendors and vendor set-up; support SBMS staff as needed with volunteer management; be point person for vendor or venue questions; activate weather back-up plan if necessary; direct event activities to ensure event timeline is adhered to; organize program speakers and ensure program timeline is adhered to; oversee event breakdown, venue closing, and rental pick-ups.
Volunteer Management: Collaborate with Development Director on determining and defining day-of volunteer roles (including set-up, check-in, and break-down); managing volunteer teams day-of;
Venue Research: Research and provide list of potential event venues for hosting 2021 Auction Benefit, that meet all event requirements and are within venue budget; join SBMS Development Director on venue walk-throughs as needed.
Event Flow and Venue Set-up Diagrams
Weather dependant plans (separate set-up/schedule as needed)
List of potential venue options (3-5 options)
Please send a proposal and other required material to firstname.lastname@example.org