Job Description

Overview:

The Contract Event Planner will be responsible for the coordination and execution of a community-based event (to take place sometime in October, 2025), working closely with Wachiay staff and external organizations to ensure a successful, well-attended, and engaging experience for all participants. This is a short-term contract position involving 40 hours of work at a rate of $35/hour.

Scope of Work / Key Responsibilities:

Outreach and Engagement with Community Organizations

Identify and contact relevant community organizations, service providers, and businesses to invite them to host information or activity booths at the event. Maintain a record of confirmed participants and their requirements (e.g., tables, power access, signage).

Event Promotion and Advertising

Develop and design promotional materials such as posters, flyers, and digital graphics for use on social media and community bulletin boards. Draft engaging and informative social media posts to build awareness and encourage attendance. Strategically promote the event through social media channels, email lists, and community networks.

Procurement and Event Supplies

Coordinate the purchase of refreshments, food, and necessary event supplies in accordance with the approved budget. Ensure all materials are in place ahead of time, including signage, tables, chairs, name tags, and workshop materials.

Internal Communication and Coordination

Notify Wachiay staff about the event, encouraging internal participation and inviting relevant programs or departments to host their own booths. Coordinate with staff for logistical support and event-day roles, if required.

Venue and Logistics Management

Secure appropriate indoor and/or outdoor spaces for the event and manage associated bookings and permits. Coordinate logistics such as parking arrangements, accessibility needs, signage, and directions to the event space. Develop a layout plan for booths and activity areas to ensure smooth flow and visibility.

Workshop Planning and Facilitation

Explore the feasibility of hosting a relevant legal or educational workshop during the event. Reach out to legal professionals or community experts to facilitate the session. Propose a topic aligned with community interests and coordinate the logistics of the presentation (e.g., timing, AV requirements).

Contract Details:

Total Hours:

40 hours

Hourly Rate:

$35.00

Total Contract Value:

$1,400.00
The Event Planner will be expected to work independently, communicate progress regularly with the Wachiay team, and ensure that all components of the event are delivered in a timely, inclusive, and culturally appropriate manner.

Job Type: Fixed term contract

Pay: $35.00 per hour

Work Location: In person

Application deadline: 2025-08-01