Event Planner Educational NGO Gala

Unclassified - New York, NY

Full-time - Mid Level

New York, NY

About the position

The Event Planner for the DREAM Project will be responsible for leading the planning and execution of a formal fundraising dinner to honor the organization's 30th anniversary. This role involves overseeing all event logistics, coordinating with vendors, securing sponsorships, and ensuring that the event aligns with the mission of the DREAM Project, which focuses on providing educational opportunities to children and families in the Dominican Republic.

Responsibilities

• Lead the planning and execution of a formal fundraising dinner, including venue selection, catering, entertainment, and decor.
• Manage event logistics, such as invitations, guest lists, seating arrangements, and audiovisual requirements.
• Coordinate with vendors (venue, caterers, decorators, etc.) and ensure quality service within budget.
• Ensure that the event supports and communicates the NGO's mission and goals.
• Develop a sponsorship package with sponsor benefits.
• Work with DREAM staff and Board to sell tables and tickets, as well as secure financial and in-kind sponsors for the event.
• Build and maintain relationships with corporate sponsors, community partners, and individual donors.
• Work closely with the Fund Development team to meet or exceed sponsorship goals.
• Identify software for live auction and support identifying auction items.
• Collaborate with DREAM's Marketing team to create marketing materials, event invitations, social media announcements, and advertising campaigns to promote the event on a coordinated timeline.
• Promote the event to target audiences, ensuring maximum attendance and engagement.
• Develop and manage the event budget, ensuring cost-effective solutions while delivering a high-quality experience and meeting our fundraising goal.
• Track and adjust expenses and revenue and provide regular reports to DREAM executive team and Board.
• Oversee the event setup, including venue preparation, seating, and technical arrangements.
• Serve as the primary point of contact for all event-day logistics, ensuring a seamless experience for attendees.
• Coordinate with staff, volunteers, and vendors to ensure the event runs smoothly from start to finish.
• Manage live auction.

Requirements

• 7+ years of experience in event planning, preferably in the non-profit sector.
• Proven experience in securing sponsors, managing fundraising events, and raising at least USD$100,000.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Proficiency in event management software and CRM systems. Neon One CRM system knowledge a plus.
• Knowledge of NYC event venues and vendor networks.
• Spanish speaker preferred but not required.

Nice-to-haves

• Spanish speaker preferred but not required.