Special Event Planner Job at Sankofa Video Books & Cafe in Baltimore

Executive Event Coordinator

Friends of Sankofa seeks an experienced planner or agency to design and deliver a high‑profile tribute raising $250,000+. The program will unite artists, mentees, and community leaders supported by a coordinated fundraising, marketing, and promotions campaign.

Target date

February 2026 (flexible pending venue)

Format

Theater event with pre‑event reception

Audience

900–1,000 guests

Scope of Work

Strategic & Financial Leadership

• Translate vision into an executable plan aligned to a $250k+ net goal.
• Build a tiered revenue model (tickets, VIP reception, sponsorships, patron tributes, program ads, donations).
• Create a cash + in‑kind budget; negotiate donated/discounted services.

Venue & Production

• Secure a theater (900–1,000 seats) with lobby for VIP reception; present options and hold dates.

Ticketing & Guest Experience

• Design VIP reception.
• Oversee front‑of‑house, ushers, volunteers, show‑calling.

Marketing & Promotions

• Deliver an integrated campaign: email, social, partner toolkits, SMS, institutional lists, community networks.
• Produce core assets: key art, copy kit, press release, media list, outreach calendar.
• Coordinate media, radio, local press, and community calendars; manage interview bookings.
• Secure promotional partnerships (museums, universities, arts orgs, faith/civic groups).
• Activate street‑team/community promo where appropriate (posters, postcards, QR).

Reporting & Wrap

• Weekly dashboards: sales vs. goal, sponsor pipeline, media hits, outreach activity, budget burn, risk log.
• Post‑event reconciliation, impact summary (revenue, reach, impressions, in‑kind), and recommendations.

Deliverables

• 90‑day critical path with budget and revenue plan
• Venue shortlist + confirmed holds
• Sponsor/patron deck, benefits grid, target list, solicitation tracker
• Marketing plan with channel calendar, asset kit, partner toolkit, and PR plan
• Weekly performance dashboards; post‑event report

KPIs

• Profit : $250k+ (cash + verified pledges)
• Sales : 900–1,000 tickets with VIP reception attendees
• Sponsorships : Paid sponsors across tiers; acquisition of in‑kind services, especially for venue, food, and day‑of coordination
• Marketing : Email and conversion benchmarks; social reach/impressions; earned‑media placements

Qualifications

• Proven success producing 900+ seat cultural tributes or comparable programs with integrated fundraising campaigns.
• Strong DC‑area vendor/venue/media relationships and experience with securing in‑kind support.
• Excellent stakeholder communication; calm, precise direction.
• Evening/weekend availability leading up to and on the event date.

Compensation

• Competitive, commensurate with experience, with expectation to leverage substantial in‑kind services.
• Proposal should include a fee structure, fundraising approach, and sample outreach calendar.

Seniority level

Mid‑Senior level

Employment type

Contract

Industries

Restaurants