Special Events Director

Special Olympics Wisconsin, Inc.; Madison (WI); On-site; USD 75,000 - 120,000; Full time

Job summary

Special Olympics Wisconsin is seeking a Strategic Special Events Director to lead planning, execution, and evaluation of statewide events focused on fundraising, donor engagement, and community partnerships. The role emphasizes financial accountability, sponsor deliverables, and delivering exceptional experiences for athletes and supporters alike.

You will oversee budgets, vendor negotiations, and cross-functional collaboration with Development, Marketing Communications, Finance, and Operations

Qualifications

• Bachelor’s degree or equivalent in event management, marketing, nonprofit management, or related field.
• 3–5 years of experience in event planning, fundraising events, sponsorship management, hospitality, or related field.
• Experience budgeting, monitoring expenses, tracking revenue, and evaluating financial performance.
• Experience coordinating vendors, negotiating contracts, and managing event logistics with partners.
• Experience in nonprofit fundraising, donor engagement, sponsorship development, or revenue-generating events is highly desirable.

Responsibilities

• Lead strategic planning, execution, and evaluation of assigned special events, including fundraising events, signature experiences, community events, and other revenue-generating initiatives.
• Establish measurable event goals, including fundraising targets, sponsorship revenue, attendance, participation, net revenue, and expense management.
• Develop event strategies that maximize fundraising potential, strengthen donor engagement, attract new supporters, and increase long-term revenue.
• Monitor event performance against established financial and participation goals, identifying opportunities to improve profitability, efficiency, and overall impact.
• Collaborate with Development and Marketing Communications colleagues to align events with organizational fundraising priorities, sponsorship strategies, donor stewardship, and marketing initiatives. Collaborate with Finance and Operations teams to align budgets and systems.
• Evaluate event performance and make data-informed recommendations regarding future planning, growth opportunities, and return on investment.
• Develop, manage, and monitor event budgets, revenue projections, expense forecasts, and financial reports.
• Maintain accountability for event profitability by managing expenses, negotiating costs, identifying efficiencies, and maximizing revenue opportunities.
• Regularly assess financial performance and communicate progress, risks, and variances to leadership.
• Conduct post-event financial reviews to evaluate gross revenue, expenses, net revenue, and performance against established goals.
• Ensure event spending aligns with approved budgets, organizational policies, and financial procedures.
• Manage all phases of event execution, from concept development and planning through onsite coordination, post-event evaluation, and follow-up.
• Oversee event logistics, including venue selection, contracts, timelines, registration, catering, audiovisual needs, entertainment, décor, transportation, staffing, volunteer coordination, and event-day operations.
• Develop comprehensive event plans, production schedules, run-of-show documents, contingency plans, and operational checklists.
• Coordinate internal teams and external partners to ensure events are well-organized, professionally executed, and aligned with organizational standards.
• Identify and address logistical challenges proactively while ensuring a positive, inclusive, and engaging experience for athletes, donors, sponsors, volunteers, and guests.
• Ensure appropriate safety, accessibility, risk management, and contingency planning for assigned events.
• Build and maintain strong working relationships with event venues, vendors, sponsors, corporate partners, community organizations, and other stakeholders.
• Solicit proposals, negotiate pricing and contracts, manage vendor deliverables, and ensure services meet quality and budget expectations.
• Collaborate with Development colleagues to secure sponsorships, fulfill sponsor benefits, recognize partners, and strengthen relationships that support future revenue.
• Serve as a primary point of contact for assigned event partners, ensuring clear communication, timely follow-up, and accountability.
• Identify opportunities to develop new partnerships, in-kind contributions, and cost-saving arrangements that enhance event value and financial performance.
• Partner with Development and Marketing Communications teams to promote events, drive participation, support fundraising campaigns, and maximize visibility.
• Stay informed about event trends, fundraising strategies, sponsorship opportunities, and best practices to continually improve event effectiveness.
• Perform other duties as assigned to support the mission and strategic priorities of Special Olympics Wisconsin.

Skills

Financial acumen

Project management

Negotiation

Communication

Time management

Relationship-building

Education

Bachelor’s degree or equivalent in events/marketing/nonprofit

Job description

POSITION DESCRIPTION

Position: – Special Events Director

DESCRIPTION

The Special Events Director leads the planning, development, execution, and evaluation of Special Olympics Wisconsin’s special events, with a primary focus on revenue generation, donor engagement, community partnerships, and mission awareness.

Special events are a significant revenue-generating arm of Special Olympics Wisconsin and play a critical role in funding programs, competitions, and opportunities for athletes across the state. The Special Events Director is responsible for developing and executing successful events that deliver exceptional participant and sponsor experiences while meeting or exceeding established fundraising, revenue, and expense goals.

This position requires a strategic, goal-oriented, and financially savvy professional who combines strong event management skills with business acumen, relationship-building, and a results-driven approach. The Director oversees event budgets, revenue projections, sponsorship deliverables, vendor relationships, logistics, and post-event financial analysis to ensure events are both mission-driven and financially successful.

QUALIFICATIONS

• Bachelor’s degree in event management, marketing, business, nonprofit management, hospitality, communications, or a related field preferred; equivalent professional experience will be considered.
• Three to five years of experience in event planning, fundraising events, sponsorship management, hospitality, or a related field preferred.
• Demonstrated experience developing and managing budgets, monitoring expenses, tracking revenue, and evaluating financial performance.
• Experience coordinating vendors, negotiating contracts, managing event logistics, and working with corporate or community partners.
• Experience in nonprofit fundraising, donor engagement, sponsorship development, or revenue-generating events is highly desirable.

Knowledge, Skills & Abilities

• Strong financial acumen, including the ability to understand budgets, revenue projections, expenses, net revenue, and return on investment.
• Goal-oriented and results-driven, with a demonstrated ability to establish measurable objectives and deliver against financial and operational targets.
• Excellent project management, organizational, and time-management skills, with the ability to manage multiple events and competing deadlines simultaneously.
• Strong negotiation, communication, and relationship-management skills.
• Ability to analyze event results, identify trends, and recommend strategies that improve
• Exceptional attention to detail and the ability to anticipate challenges and develop solutions.

RESPONSIBILITIES

• Lead the strategic planning, implementation, and evaluation of assigned special events, including fundraising events, signature experiences, community events, and other revenuegenerating initiatives.
• Establish measurable event goals, including fundraising targets, sponsorship revenue, attendance, participation, net revenue, and expense management.
• Develop event strategies that maximize fundraising potential, strengthen donor engagement, attract new supporters, and increase long-term revenue.
• Monitor event performance against established financial and participation goals, identifying opportunities to improve profitability, efficiency, and overall impact.
• Collaborate with Development and Marketing Communications colleagues to align events with organizational fundraising priorities, sponsorship strategies, donor stewardship, and marketing initiatives. Collaborate with Finance and Operations teams to align budgets and systems.
• Evaluate event performance and make data-informed recommendations regarding future planning, growth opportunities, and return on investment.
• Develop, manage, and monitor event budgets, revenue projections, expense forecasts, and financial reports.
• Maintain accountability for event profitability by managing expenses, negotiating costs, identifying efficiencies, and maximizing revenue opportunities.
• Regularly assess financial performance and communicate progress, risks, and variances to leadership.
• Conduct post-event financial reviews to evaluate gross revenue, expenses, net revenue, and performance against established goals.
• Ensure event spending aligns with approved budgets, organizational policies, and financial procedures.
• Manage all phases of event execution, from concept development and planning through onsite coordination, post-event evaluation, and follow-up.
• Oversee event logistics, including venue selection, contracts, timelines, registration, catering, audiovisual needs, entertainment, décor, transportation, staffing, volunteer coordination, and event-day operations.
• Develop comprehensive event plans, production schedules, run-of-show documents, contingency plans, and operational checklists.
• Coordinate internal teams and external partners to ensure events are well‑organized, professionally executed, and aligned with organizational standards.
• Identify and address logistical challenges proactively while ensuring a positive, inclusive, and engaging experience for athletes, donors, sponsors, volunteers, and guests.
• Ensure appropriate safety, accessibility, risk management, and contingency planning for assigned events.
• Build and maintain strong working relationships with event venues, vendors, sponsors, corporate partners, community organizations, and other stakeholders.
• Solicit proposals, negotiate pricing and contracts, manage vendor deliverables, and ensure services meet quality and budget expectations.
• Collaborate with Development colleagues to secure sponsorships, fulfill sponsor benefits, recognize partners, and strengthen relationships that support future revenue.
• Serve as a primary point of contact for assigned event partners, ensuring clear communication, timely follow-up, and accountability.
• Identify opportunities to develop new partnerships, in-kind contributions, and cost-saving arrangements that enhance event value and financial performance.
• Partner with Development and Marketing Communications teams to promote events, drive participation, support fundraising campaigns, and maximize visibility.
• Stay informed about event trends, fundraising strategies, sponsorship opportunities, and best practices to continually improve event effectiveness.
• Perform other duties as assigned to support the mission and strategic priorities of Special Olympics Wisconsin.

SUPERVISION

The Special Events Director reports to the Vice President Marketing Communications.

MISSION

The mission of Special Olympics Wisconsin is to provide year‑round sports training and athletic competition in a variety of Olympic‑type sports for children and adults with cognitive disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in a sharing of gifts, skills and friendship with their families, other Special Olympics athletes and the community.

Signature Date

Special Olympics Wisconsin

6582 Ronald Reagan Ave. Madison, WI 53704 Tel [phone] Toll-Free [phone] Fax [phone] www.SpecialOlympicsWisconsin.org Email [e-mail]