Seeds of Wonder Special Events Coordinator

General Description

Plan and implement special events for parents and children, to be held in and around SDBG Seeds of Wonder Children’s Garden.

Duties:

1. Work with SDBG’s Director of  Operations to determine dates, times, and fees for special events.
2. Coordinate special events with SDBG’s master calendar.
3. Work with staff  in the development of fliers, press releases, and Quail Tracks announcements to publicize Seeds of Wonder special events.
4. Recruit a committee of docents and volunteers to plan each event.
5. The plan for a special event will include:

a. Theme for the special event
b. Date and time
c. Location
d. Number of children and adults to be accommodated
e. Fee to be charged
f. Activities to be offered
g. A printed schedule of events to be given to participants on the day of the event
h. A rainy day plan
i. How the event will be advertised
j. A list of  necessary materials to be used for activities
k. A list of  tables, chairs, and other equipment needed
l. A list of docents and volunteers who will work at the event

6. Ask for donations of materials needed.
7. Plan a budget for the event and purchase necessary materials to be used for activities.

a. After the event, submit receipts to QBG accountant.
b. Reimbursement will come from event fees

8. Several days before the event, submit to Director of Operations a list of equipment needed and where it should be placed.  Gardeners will place tables, chairs, etc.
9. Work with Administrative Assistant to develop a final list of people who have registered, to be used by the Greeter as people check in on the day of the event.
10. The day before the event, meet with committee for final preparations.
11. On the day of the event, have docents and volunteers come early to set up activities.  Special Events Coordinator implements schedule and oversees all activities.

Specific Skills:

1. Computer skills, specifically email, a must
2. Ability to work well with people at all levels of the organization
3. Organization a must
Time Required
Approximately ____ hours per month

Recommended Term:

Two or more years:
• 1st year:  learn the job, write/update procedures to make the job easier for the next year
• 2nd year:  perform the job, determine whether you want continue for another year.  If not, recruit and train a replacement.

Revised