Event Coordinator

DCCCA Day Reporting Ctr; Wichita (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

DCCCA Day Reporting Ctr is seeking an experienced events coordinator to manage logistics for multiple conferences across the region, including speaker outreach and participant registration.

The role involves budgeting, coordinating with vendors, ensuring safety protocols, arranging travel/accommodations, and conducting post‑event evaluations to drive improvements.

Qualifications

• Two years of successful event planning, project management, and/or closely related experience.
• Valid Kansas driver's license, active automobile liability insurance, and MVR meeting organizational standards.

Responsibilities

• Consult with internal and external partners to determine event objectives and outcome requirements.
• Manage conference vendors, service providers, and sponsorship relationships.
• Negotiate and execute contracts, using RFP processes.
• Coordinate speaker logistics including research, outreach, and database maintenance.
• Design and implement publicity efforts to promote events and sponsorships.
• Develop recruitment plans to engage participants and manage registration.

Skills

Vendor management

Budget management

Project coordination

Negotiation

Job description

Coordinates and organizes logistics for the following conferences. The months designated are subject to change.

• Oklahoma Teen Conference (February/March)
• Child Welfare Conference (February)
• Child Passenger Safety Technician Update (March)
• DCCCA Foster Family Conference (April)
• Leading Causes of Life 5k and Festival (April/May)
• Kansas Youth Advisory Council Summer Conference (June)
• Summer Sendoff (August)
• Kansas Home Visiting Conference (September)
• Kansas Regional Youth Workshops (September)
• Recovery Month Celebrations (September)
• DCCCA United (September)
• Douglas County Youth Empowerment & Prevention Kickoff (September)
• Kansas Opioid and Stimulant Conference (December)
• Kansas Traffic Safety Teen Conference (November)

• Consults with internal and external partners to determine objectives and outcome requirements for events, such as meetings, conferences, and conventions
• Manages conference vendor, service provider, and sponsorship relationships
• Negotiates and executes contracts, utilizing Request For Proposal (RFP) processes
• Coordinates speaker logistics including, but not limited to, research, outreach, and database maintenance
• May assist with developing event topics and choosing featured speakers
• Designs and implements efforts to publicize events and promote sponsorships
• Develops and executes recruitment plans to engage participants
• Manages event and conference budgets, coordinating with program directors and managers as needed
• Reviews event invoices for accuracy and approves payments
• Researches and selects conference app platforms and content
• Creates content for web presence and social media posts for each event
• Plans, manages, and implements registration of event participants
• Coordinates services for events, such as accommodation and transportation for participants, facilities, audio-visual equipment, catering, signage, displays, special requirements, printing, and event security
• Inspects event facilities to ensure they meet expectations
• Designs, produces, orders, and organizes conference materials
• Follows fire and health department safety protocols
• Conducts and reviews post-event evaluations to determine how future events could be improved and implements improvements as appropriate
• Maintain records and reporting of various event aspects, such as attendance, budgetary details, etc.
• Resolves conflicts and handles participant concerns

Education, Experience, and Licensure

• Two years successful event planning, project management, and/or closely related experience, required.
• Must possess a valid Kansas Driver's License, in force automobile liability insurance, and maintain a Motor Vehicle Record (MVR) that meets organization's insurability standard as defined by DCCCA policy. Availability of reliable transportation is required for this position.