Event Coordinator

Reports to the Director of Events and Operations.

Role Summary

The Event Coordinator will play a vital role in planning and executing Head for the Cure (HFTC) 5K events across various regions, contributing to the success of our mission to raise awareness and support for brain cancer patients and caregivers. This position involves managing logistics, building relationships with sponsors and volunteers, supporting fundraising efforts, and ensuring seamless event execution.

Event Planning & Communication (65%)

Lead Planning & Execution: Plan, coordinate, and execute 25+ 5K races and large community events annually in assigned markets.
Vendor & Sponsor Relations: Recruit sponsors and volunteers while cultivating relationships with key partners, donors, and vendors.
Event Logistics: Manage event logistics, including vendor selection, contract negotiations, venue layouts, permitting, and food & beverage coordination.
New Markets: Research and explore new event locations and markets to expand HFTC’s reach.
Communication & Documentation:
- Develop event site plans and maintain a detailed events calendar.
- Serve as the primary point of contact for vendors, sponsors, and participants before and during events.
- Send vendor communications and create sponsorship packets tailored to local partners.
Travel: Travel 12–14 times per year to oversee events on-site and manage day-of logistics.
Budget Management: Ensure each event meets budgeted expense goals while achieving participation and revenue targets.
Sponsorship Activation: Manage local sponsorship activation and follow through on sponsor agreements.

Fundraising (25%)

Collaborate with the Development Coordinator to promote fundraising participation.
Leverage online fundraising tools to identify sponsorship opportunities.
Use cold-calling and marketing strategies to secure event sponsorships.
Manage communication with vendors, sponsors, donors, and participants via Salesforce.

Data Entry & Website Management (5%)

Maintain event details on websites and ensure logistics are current.
Enter donations, registrations, and participant data into online databases.
Respond to inquiries about registrations, donations, and the participant center.

Advocacy Efforts (5%)

Assist the Director of Partnerships and Community Relations with advocacy initiatives for the Brains for the Cure program.
Help develop collaborative advocacy strategies with hospitals, clinics, and other partners in assigned markets.

QUALIFICATIONS

Bachelor’s Degree in related area
One to three (1-3) years of experience in event planning
Must be highly organized, have strong communication skills, and the ability to successfully multitask
Must have a positive attitude and empathetic demeanor
Must be able to work efficiently and make informed decisions/act in a timely manner
Must be proactive and a team player
Must be able to prioritize tasks and be a problem solver
Comfortable public speaking both in-person and online
Comfortable presenting new ideas and creative/critical thinking
Proficient in verbal and written communication
Proficient in Microsoft Office Suite (Word, Excel, PPT) and Google Workspace
Familiar with Mac operating systems
Experience with database management; Salesforce preferred
Must be able to stand for long-periods of time in various weather conditions
Must have a strong desire to support a disease-based nonprofit organization, where empathy, personal understanding and support for brain cancer patients, caregivers, family and other supporters are important personal characteristics.

This position requires working some evenings and weekends.
Must be based in the Kansas City Metro area

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Event Coordinator