Event Coordinator

DCCCA; Wichita (KS); On-site; USD 42,000 - 70,000; Full time

Job summary

DCCCA is seeking an organized Full-Time Event Coordinator to manage multiple conferences and related activities in Kansas. The role involves coordinating vendors, sponsors, speakers, registrations, and communications for a busy schedule of events.

You will oversee budgets, publicity, and recruitment efforts, while ensuring compliance with safety and regulatory requirements. A valid Kansas driver's license and reliable transportation are required.

Qualifications

• Bachelor's degree required.
• Two years of successful event planning or project management experience.
• Must possess a valid Kansas Driver's License, insurance, and maintain MVR per DCCCA policy.

Responsibilities

• Consults with internal and external partners to determine objectives and outcomes for events (meetings, conferences, conventions).
• Manages conference vendor, service provider, and sponsorship relationships.
• Negotiates and executes contracts using RFP processes.
• Coordinates speaker logistics including research, outreach, and database maintenance.
• Assists with developing event topics and selecting featured speakers.
• Designs and implements publicity efforts and sponsorship promotion.
• Develops recruitment plans to engage participants.
• Manages event and conference budgets with program directors/managers.
• Reviews event invoices for accuracy and approves payments.
• Reseaches conference app platforms and content.
• Creates content for web presence and social media posts for each event.
• Plans, manages registrations of participants.
• Coordinates services for events including accommodation, transport, facilities, AV, catering, signage, printing, and security.
• Inspects facilities to ensure they meet expectations.
• Designs and orders conference materials.
• Follows fire and health safety protocols.
• Conducts post-event evaluations to identify improvements and implement them.
• Maintains records and reporting of attendance, budget, etc.
• Resolves conflicts and handles participant concerns.

Skills

Event planning

Project management

Budget management

Vendor relations

Contract negotiation

Registration management

Marketing & social media

Speaker coordination

Education

Bachelor's degree

Job description

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

Full-Time

• 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 Suicide Prevention Coalition (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)

Responsibilities

• 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

• Bachelor's degree, required.
• 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.

EOE